Learning and Teaching Administrator
Department of Engineering
Grade 4: - £19,612 - £21,814
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 14-Jul-2020, 6:59:00 AM
Job Family: Business Process and People Services
OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.
OUR VALUES: We are inspiring, challenging, innovative, responsible and enabling.
Durham University is one of the world's top universities with strengths across the Arts and Humanities, Business, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people's lives.
The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.
Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.
It is expected that all staff within the University:
- Contribute to our learning culture by engaging in mentoring, training and coaching.
- Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
- Have due regard to Health and Safety requirements appropriate to grade and role.
Family key attributes
Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.
Overall family purpose
- Deliver direct and indirect services to stakeholders.
- Provide advice and answer queries as part of an enquiry-desk/help-desk function.
- Respond to and manage requests for information and resources.
- Deliver services to meet regulatory requirements and procedures.
- Plan and deliver a joined-up approach to University business and people services.
- Align business processes and services to meet operational and strategic policy objectives.
- Deliver business processes to ensure effective management, governance and the economic viability of the University.
- Encourage, collaborate and participate in the development of productive cross-institution relationships and working.
- Provide excellent professional services that meet strategic and operational goals and business needs.
- Carry out monitoring, analysis, development and planning to design new services and service updates for continuous improvement whilst meeting changes in regulations.
- Engage with specialist professionals, consultants, and suppliers to exchange knowledge and facilitate partnership working.
- Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
- Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
- Engage and encourage participation with external professionals, schools, alumni and donors.
Link to key strategic plan
- An economically sustainable approach to delivering Professional Services across the University;
- A joined-up approach to University professional services, regardless of location or line management;
- A culture and practice of continuous improvement;
- Design services that meet business need;
- A stakeholder-focused orientation, offering satisfying careers to all staff;
- Support and facilitate programmes that offer intellectual challenge, cohesiveness and a strong sense of progression;
- Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.
The Department and role purpose
The Department of Engineering is consistently one of the very best UK engineering departments with an outstanding reputation for excellence in teaching, research and employability of our students. The Department is ranked 5th in the Guardian and 7th in The Times and The Sunday Times Good University Guide 2019 in the UK for General Engineering. Ranked in the top 5 in the UK for Research impact at REF 2014, this dynamic department is an excellent place to work. The strategic vision for the Department includes a growth plan of over 50% over the next five years, with a significant enhancement of the learning and teaching portfolio, and a drive to enrich our undergraduate and postgraduate taught provision. It is an exciting time to join this expanding Department and make your mark.
The Learning and Teaching Administrator will support the Director of Education, The Director of Taught Studies and the Chair of Board of Examiners, under the line management of the Learning and Teaching Manager, ensuring provision of a professional, efficient administrative service, supporting a wide range of teaching, learning and assessment activities from the point of student enrolment through to graduation. Supporting networks, committees and meetings, to prepare, record and distribute documents and communications, including minutes and action plans, if required, they will work independently, proactively taking day to day decisions and using his/her experience and initiative to decide on appropriate courses of action and resolve problems. They will work flexibly to ensure the team functions effectively in meeting priorities, working in accordance with University and Departmental policies and procedures, demonstrating a positive commitment to customer service excellence.
The post holder will provide student support including resolving queries and providing information on academic and welfare related issues, making referrals to other staff, teams and services where appropriate, escalating more specialist and complex queries or issues, as required.
- Provide a responsive and proactive support service for stakeholders, including academic staff, students, University and Departmental colleagues and external partners.
- Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience.
- Provide a prompt response to service users, answering and recording standard queries and bookings for activities and/or events, referring to other staff and departments as appropriate.
- Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service from the point of enrolment to graduation.
- Solve day-to-day routine problems and source background information within the role.
- Record data and information accurately, including student marks, and provide reports as required to colleagues and committees.
- Flexible in approach to accommodate the needs of team members and/or service users.
- Assist team members to organise, plan and prepare for events, meetings and activities, such as induction and open days.
- Liaise with internal and external colleagues and organisations to pass on and receive information.
- Apply professional and regulatory procedures and processes and use of systems.
- Liaise and collaborate with staff in other areas of the organisation to ensure a seamless, smooth and efficient service.
- Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
- Work with team members to ensure the smooth running of administrative processes to support staff and students, and programme activities.
- Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
- Compile, record, store and archive student data and information to ensure the accuracy and safety of information.
- Monitor and track data, including assessment submissions and student progress, initiating follow up procedures, and drafting routine correspondence where necessary.
- Liaise with members of academic staff, University staff, external examiners, professional organisations and agencies where necessary.
- Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking, such as marks entry, collection and dissemination of student feedback.
- Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats, and maintaining action plans, including preparation for the Board of Examiners and its Sub-Committees.
- Process and update key business documentation, including handbooks, the virtual learning environment, and student concession requests.
- Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events.
- Make venue, catering and travel and/or equipment arrangements for events, meetings and recruitment and teaching activities.
- Accurately record financial transactions in liaison with relevant staff.
- Any other reasonable duties.
Specific role requirements
- Work outside normal office hours during peak periods.
How to apply
We prefer to receive applications online.
Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.
For further information please contact; Dr Ruth Vater, firstname.lastname@example.org
At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work. We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.
We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails
Person specification - skills, knowledge, qualifications and experience required
- Excellent oral and written communication skills.
- Proven IT skills, including use of Microsoft Office.
- Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
- Relevant administrative experience in a busy office environment.
- Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
- Experience of working on the front line with service delivery, and the ability to work under pressure and meet tight deadlines without compromising on quality.
- Evidence of a positive attitude to work and customer service.
- Ability to solve problems as part of a team and resolve straightforward issues.
- Ability to be proactive and use initiative.
- Accuracy, numeracy and attention to detail.
- A high level of discretion and the ability to maintain confidentiality
- Evidence of personal development to maintain skills.
- Post-16 qualification or equivalent experience.
- Experience of working in a team.
- Experience of working in Higher Education
- Experience of working in a multicultural environment.
Realising Your Potential Approach
FINDING SOLUTIONS - Taking a holistic view and working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation.
- Spotting an opportunity and taking action to do something about it
- Identifying ways of resolving issues using own initiative
PROVIDING EXCELLENT STUDENT SERVICES AND PROFESSIONAL SUPPORT - Providing the best quality service to all our students and customers. Building genuine and open long-term relationships in order to drive up service standards and to enhance their experience.
- Setting appropriate boundaries and managing expectations
ACHIEVING RESULTS - Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.
- Distinguishing between important and urgent tasks and prioritising effectively, even from apparently equal demands
DBS Requirement: Not Applicable.