Hybrid Internal Only - Administrative Officer - Open Access Support at Cardiff University

This post is currently open to employees of Cardiff University only.  Please do not apply if you do not have a current contract of employment with the University.

Internal Applicants Only- Administrative Officer - Open Access Support

We are seeking a motivated and detail-oriented Administrative Officer to join our Open Access team within the University Library Service's Open Research team. You will play a vital role in supporting the university’s commitment to open research by helping ensure compliance with funder mandates and the institutional open access policy.  
 
You will provide day-to-day administrative support including managing article processing charges, assist in managing budgets by maintaining accurate records and also monitor compliance with REF and funder policies.  You will also be a key contact in responding to open access enquiries from staff and students, offering clear guidance on open access options and requirements.  In addition you will collaborate with the Open Research team, library colleagues and other partners in the University to promote open access and scholarly communication initiatives.

The post is full time (35 hours per week) and open ended.

Salary: £27,644 - £30,805 per annum (Grade 4) 

You will be part of a team ensuring that the library services:

• are delivered in a customer friendly and customer focussed way, in line with the Library Service Promise;
• are responsive to the changing needs of University staff, students and those of our partner NHS Health Board/Trusts;
• support the University’s teaching, learning and research programmes;
• support the University’s strategy

You will engage and uphold the University Library Service’s values and behaviours. (See additional information).

We offer an excellent renumeration package including 32 days annual leave per year plus 8 bank holidays, pro rata for part-time staff, as well as access to a range of staff discounts and development opportunities through accredited training.

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.

We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.

Closing date: 1 September 2025

External applications are currently not being considered for this post.  If the decision is made to open the post to external candidates, the strapline at the top will be removed and you will be given ample time to apply – please check back periodically for details.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Key Duties:

• provide detailed advice and guidance on Open Access (OA) policies and procedures to internal and external customers using judgement and creativity to suggest the most appropriate course of action, contributing to the resolution of more complex issues;
• supervise the allocation of work tasks, production of work schedules, monitoring of holiday cover/working arrangements, providing pastoral care, training and support to staff members where necessary;
• assist with the development, management and evaluation of an Open Access communications plan;
• collaborate with others to make recommendations for developments of established processes and procedures;
• gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate;
• assist with budget management and the preparation of financial reports using appropriate IT software under defined processes and procedures;
• establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required;
• instruct and guide other employees across the University in Open Access, producing guidelines and documentation as required;
• participate in or lead special projects or working groups within the University Library Service;
• represent the University Library Service at relevant committees;
• undertake recruitment and selection;
• undertake a variety of administration duties to support the team and department;
• undergo personal and professional development that is appropriate to and which will enhance performance, including IT;
• ensure the ULS regulations are observed;
• actively contribute to the provision of outstanding research partnerships in line with the University Library Service’s Customer Care Promise and Customer Service Excellence Award;

Training and support will be provided.

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• Abide by University policies on Health and Safety and Equality and Diversity.
• Perform other duties occasionally which are not included above, but which will be consistent with the role.

You may be required to work in more than one library site during the course of your employment.
 

30,805

Grade 4

27,644

Admin / Clerical, Library Services

Our values

Each of our values defines the behaviour expected of our staff and line managers:

Collaboration

• I am aware of my own behaviour and how it impacts on others
• I work co-operatively with others and share relevant information to achieve objectives
• I consider the wider benefits to our customers
• I share problems and seek solutions that work for everyone

Consistency and excellence

• I provide an excellent service to external and internal customers
• I suggest areas of improvement when processes could be enhanced
• I do not act without consideration of the needs of my colleagues and customers
• I do not avoid difficult tasks that would add best value for my customers

Learning

• I show commitment to my own development including new technology
• I acknowledge mistakes, look for solutions and learn from that process
• I work creatively to analyse problems and develop innovative and workable solutions

Efficiency

• I plan and organise my workload to ensure that meaningful activities are prioritised
• I make effective use of available resources including people, information, data, technology, networks and budgets
• I see change as an opportunity and am receptive to new ideas

Inclusion

• I respect the views and opinions of others
• I demonstrate a commitment to diversity, equality and inclusion and value difference
• I support colleagues and consider and adapt my approach
• I maintain a healthy work life balance and support others to do so
• I do not disrespect or ignore the views of others
• I do not fail to consider the effect of my language and behaviour on others at all times
• I do not ignore the value of a diverse university

The University Library Service is one of number of departments within Cardiff University’s Professional Services.

The University Library Service is part of the University’s Department of Academic and Student Support Services.

The University Library Service consists of multiple libraries across Cardiff University, providing access to 1.1 million printed books, access to more than 1.5 million online books, journals and resources, and an extensive range of rare and historical books and archives. Each library operates in close co-operation with its academic schools to ensure that the services they offer continue to meet the needs of all teaching, learning and research groups. The University Library Service also delivers services to Cardiff and Vale University Health Board, Velindre University NHS Trust, and the NHS Wales Library and Knowledge Service Partnership.

As well as housing printed and electronic books and journals, the libraries also offer many services to enable specialist research, including the SURE team of systematic reviewers and unique research collections such as Special Collections and Archives, the European Documentation Centre, and other archive facilities.

The University Library Service is committed to excellent customer service. The Library Service has been awarded the 'kitemark' of the UK Government's national Customer Service Excellence ® standard, which recognises that customer service is at the centre of our services.  We are committed to providing a service which is friendly, helpful and responsive to the needs of our customers and do everything reasonably possible to ensure the reliability of our services.
 

Administrative Support

Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.

Please save your supporting statement in a separate document with the title [YOURNAME - XXXXXBR - Administrative Officer - Open Access Support] and attach it to your application in the recruitment system.

Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test) where applicable.

Essential Criteria 

1. NVQ 3/A Levels, or equivalent
2. Evidence of ability to solve problems using initiative and creativity, identifying and proposing practical solutions to resolve problems where there are a range of potential options available.
3. Demonstrable commitment to Continuing Professional Development (CPD) with a willingness to participate in training activities, including IT.or equivalent experience.
4. Substantial experience of working in an administrative role, planning and setting priorities for own work.
5. Experience of supervising the work of others to focus team efforts and motivate individuals.
6. Strong numeracy skills and experience in working with and reporting on financial data with a commitment to accuracy and attention to detail.
7. Ability to set up, analyse and improve standard office systems and procedures.
8. Demonstrable experience of using IT applications such as Microsoft Office, email and the internet, including Excel.
9. Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding.
10. Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.

Desirable Criteria