Internal Applicants Only - Postgraduate Research Administrator chez 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 - Postgraduate Research Administrator
The Research Service – Based in the School of Computer Science and Informatics (COMSC)

To cover a period of secondment, an exciting opportunity has arisen within the Research Service for a Postgraduate Research Administrator based in the School of Computer Science and Informatics, which is within the College of Physical Sciences and Engineering, working as part of a small team to provide comprehensive administrative support for a large Postgraduate Research Programme in a fast paced, busy School. 

The successful candidate will have experience of similar administrative or student-facing support roles. You will have the enthusiasm, self-motivation and ability to use initiative and work flexibly as an effective team member in a complex organisational environment. 

Cardiff University has a successful School of Computer Science & Informatics (COMSC) with an international reputation for its teaching and research activities. The School has seen a transformation of its research environment, with the School almost doubling in size. COMSC are based in a new £39 million purpose-built facility shared with the School of Mathematics called Abacws, designed to facilitate interaction between disciplines and give our research groups new freedom to develop research culture and build identity. COMSC is a research-led School with a longstanding, international reputation for applied research activities, and which collaborates with more than 100 UK and international academic and industrial partners.  In the 2021 Research Excellence Framework (REF) 96% of COMSC’s submitted research was rated as world-leading or internationally excellent. The School delivers a stimulating portfolio of BSc and MSc degrees and offers research degrees leading to MPhil and PhD qualifications.

For more information on the School please visit its website:  http://www.cardiff.ac.uk/computer-science

This position, which is to cover a period of secondment, is full-time (35 hours per week) and is fixed term until  31st July  2026. It is available immediately.
We welcome internal applicants who may wish to be seconded to this post to broaden their experience or to support their career development. Please speak with your line manager and obtain their agreement before submitting an application for a secondment.

For an informal discussion about the role please contact Adam Hammond, Research Officer – [email protected] or Claire Evans, Research Manager – [email protected].

Informal enquiries in relation to the recruitment / application process can be sent to Adrienne Evans, Executive Officer and PA to the Director of the Research service – [email protected]

Salary: £28,031 - £31,236 per annum (Grade 4)

Closing date: Tuesday, 11 November 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.

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

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.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  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.


Job Purpose

As a member of the Research Service, to provide a comprehensive professional administrative service to the School of Computer Science & Informatics, including provision of support and guidance regarding Postgraduate Research related issues as appropriate to the School’s Postgraduate Research Students, Academic supervisors, the Director of Postgraduate Research and other Research Service colleagues. You will also work closely with colleagues in the co-located School of Mathematics (MATHS) Research Office as plans are developed and implemented to support Postgraduate Research across these schools in anticipation of their planned merger.  

Key Duties & Responsibilities

•    Provide detailed advice and guidance on Postgraduate Research Student (PGR) Support and Education processes and procedures to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, contributing to the resolution of more complex issues
•    Work closely with and provide support to the Director of Postgraduate Research, including the PGR Operations Group and the PGR Student Staff panel.
•    Regularly checking progress and annual progress reviews have been completed and making pro-active arrangements so staff and students are aware, ahead of time, when reviews are to be completed.
•    Provide administrative support to the Director of Postgraduate Research with the timely completion and submission of documents to support student-related processes (student records – set up and maintenance, PGR database, setting up and updating JeS records, Interruption of Study and Extension to Submission Deadline).
•    Overseeing the Postgraduate Research applications process from end to end ensuring that the Director of Postgraduate Research and academic colleagues have the relevant information to consider the applications and responses are provided to applicants within a reasonable timeframe. This includes liaison with key stakeholders (Director of Postgraduate Research Studies, academic staff within and outside the School, GW4 Doctoral Training Partnership, University Graduate School, Registry).
•    Manage the arrangement of Vivas including liaison with External Examiners and Registry; visits of external examiners, completion of paperwork, right to work checks, arrangement of rooms and refreshments and thesis upload to the institution’s repository.
•    Administer all matters relating to PGR Finance (expenditure and income reporting, stipend and fee payment for all PGR students, Research Training Support Grant funds, budget enquiries and updates to key stakeholders) working closely with the School Finance Office and Research Officer.
•    Coordinate the advertising and recruiting of available studentships and funding, liaising with the relevant academic and professional services staff. 
•    Collaborate with others in order to make recommendations for developments of established processes and procedures.
•    Provide support to the annual Postgraduate Research Evaluation Survey (PRES) and work with the Director of Postgraduate Research Studies on any actions arriving from the survey results.
•    Provide support to events for Postgraduate Students such as enrolment/induction, annual presentations; PGR Conference, programme information on the website, PGR handbook and ad hoc events as they arise.
•    Oversee and report back to Student Voice on Student-Staff panel meetings and student rep appointments.
•    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
•    Represent the School on College and University level PGR Forums
•    Undertake a variety of administrative duties to support the team and department
•    Gather and analyse data to inform decisions, establishing basic trends and patterns in data and creating reports as appropriate
•    Instruct and guide other employees across the University within Postgraduate Research Student Support and Education area.

31,236

Grade 4

28,031

Admin / Clerical

The Research Service

Cardiff is an ambitious and innovative university located in a beautiful and thriving capital city. Our world-leading research was ranked 5th for quality amongst UK universities in the 2014 Research Excellence Framework and we provide an educationally outstanding experience for our 30,000 students. With an annual budget in excess of £500 million and around 6,000 staff, Cardiff is a member of the Russell Group of the 24 leading UK research-intensive universities. The University has 24 academic schools grouped into three colleges: Biomedical & Life Sciences, Physical Sciences & Engineering and Arts, Humanities & Social Sciences.

The University’s ambition is to rank consistently among the top 100 universities in the world. Cardiff is also developing its Innovation System through a focused programme of investment in people and infrastructure.  Research funding secured from competitive, external sources exceeds £100 million annually and the University aims to grow this further through winning grants from a wide range of national and global sources.

The Research Service supports the University’s research community in initiating and delivering research and innovation activities. Led by the Director, Vanessa Cuthill, we provides services via over 100 expert staff organised in five specialist teams: Research Grants Office; Research Integrity, Governance and Ethics; Research Development; Research Commercialisation and Impact; Research Strategy and Operations and Business Engagement and Partnerships. The Department works closely with academic and professional services staff from all areas of the institution.

Administrative Support

General Duties

•    As part of a team, deliver frontline services to students and staff, answering a wide range of queries, resolving issues and making referrals where needed.
•    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.

Important note: It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL of the essential criteria as well as, where relevant, the desirable. As part of the application process you will be asked to provide this evidence via a supporting statement.  Please ensure that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element.

When attaching the supporting statement to your application profile, please ensure that you name it with the vacancy reference number, e.g. Supporting Statement for XXXXBR.


Essential Criteria

Qualifications and Education

1.    NVQ 3/A-Levels or equivalent.
Knowledge, Skills and Experience
2.    Substantial experience of working in an administrative role.
3.    Specialist knowledge of postgraduate research student administration.
4.    Ability to set up standard office systems and procedures and make improvements as appropriate, utilising excellent IT skills.
5.    Experience of providing professional servicing to committees or groups.

Customer Service, Communication and Team Working

6.    Ability to communicate specialist and complex information effectively and professionally to a range of customers with varying levels of understanding, advising and influencing key stakeholders and managing a wide range of questions and issues sensitively and proactively.
7.    Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered.
8.    Evidence of ability to work unsupervised and as part of a small team to meet deadlines, planning and setting priorities for own work to effectively manage a high volume of tasks. 

Planning, Analysis and Problem solving

9.    Evidence of ability to solve problems using initiative and creativity; identify and propose practical solutions and to resolve problems where there are a range of potential options available
10.    Evidence of ability to analyse processes and procedures, and advise on improvements to enhance delivery of a quality service.

Desirable Criteria

11.    Degree or an equivalent qualification or equivalent work-related experience
12.    Experience of working in a Higher Education environment
13.    Fluency in Welsh, written and oral