Faculty Administrator

Durham, United Kingdom
£19,612 - £21,814 per annum
Tuesday, 30 March 2021
End of advertisement period
Friday, 16 April 2021
Contract Type
Full Time

Arts Faculty Office

Grade 4: - £19,612 - £21,814 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 16-Apr-2021, 7:59:00 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 VALUESWe are inspiring, challenging, innovative, responsible and enabling.

 Durham University

 Durham University is one of the world's top universities with strengths across the Arts and Humanities, 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 Faculty Office and role purpose

 The Faculty of Arts & Humanities is looking to recruit a Faculty Administrator to join the administrative team that supports a range of faculty activities (including education, research and people management), working closely with the Executive Dean, Deputy Executive Deans, the Faculty Manager and Faculty Administration Manager.

 The Faculty Office supports the Faculty Leadership Team in:

  • Development and delivery of agreed strategic and operational projects, activities and processes
  • Supporting Departments to deliver the agreed outcomes from the annual planning round
  • Coordination of activities across Departments in collaboration with relevant professional services teams
  • Providing processes to support the delivery of high quality staff and student experience

 Reporting to the Faculty Administration Manager, the Faculty Administrator will provide proactive high quality support to the Faculty Officers as well as to the departments across the Faculty.  Working within a team under the line management of the Faculty Administration Manager, the Faculty Administrator will be expected to undertake administrative tasks and support processes that underpin the delivery of the Faculty strategy with respect to education, research and related operations, demonstrating a commitment to customer service excellence for staff, students and visitors.

 The Faculty Administrator will be expected to:

  • Provide professional and efficient high quality administrative services;
  • Support meetings and committees (including scheduling and planning, collating and distributing documents, drafting minutes or other documentation);
  • Support a range of professional processes, including Health & Safety, Finance, Recruitment; Learning & Teaching, Web and HR procedures;
  • Support Faculty Initiatives and events, attending meetings, drafting notes, agenda, guest lists, conference packs or other documentation;
  • Provide proactive support in working with the Faculty Leadership Team, including diary management;
  • Work independently, using their experience and initiative to decide on appropriate course of action and resolve problems queries and providing information to academic and support staff from across the faculty and wider University and externally; escalating more specialise and complex queries or issues as appropriate;
  • Demonstrate a commitment to customer service excellence
  • Maintain confidentiality working with staff at all levels throughout the University

 This is an exciting opportunity to work with staff leading the academic and operational administration of the Faculty.  

Core responsibilities:

  • Provide a responsive and proactive support service for stakeholders, in particular with respect to academic staff, University and Departmental colleagues and external partners and, as required to the student body. 
  • 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 particularly with respect to members of staff (academic and non-academic) and visitors from pre-contract/arrival, through induction and onwards.
  • Solve day-to-day routine problems and source background information within the role.
  • Record data and information accurately and provide reports as required to team members and more experienced staff, to include confidential material relating to personnel, research contracts etc.
  • Deal with information requests finding solutions or escalating queries where necessary.
  • 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 staff induction, research meetings, external stakeholder meetings, seminar series etc.
  • Liaise with internal and external colleagues and organisations to pass on 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.

 Role responsibilities:

  • Work with team members to ensure the smooth running of administrative processes to support staff, students, visitors and business activities.
  • Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
  • Compile, record, store and archive data and information to ensure the accuracy and safety of information, particularly with respect to personnel, health and safety, contractual/service documentation.
  • Liaise with members of academic staff and representatives from other service areas, and external professional organisations and agencies where necessary.
  • Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking.
  • Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats.
  • Process and update key business documentation, particularly with regard to HR policies, Health and Safety, business assurance etc.
  • Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events.
  • Make venue, catering, travel and/or equipment arrangements for events, meetings and activities to support staff recruitment, research, teaching and network building with internal and external stakeholders.
  • Any other reasonable duties.

Specific role requirements

Be prepared to work out of normal office hours on occasion and with notice e.g. to support events. 

Recruiting to this post

 In order to be considered for interview, candidates must evidence each of the essential and desirable criteria required for the role in the person specification.

 Please note that some criteria will only be considered at interview stage.

 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.

 What you are required to submit 

  1. A CV; 
  2. A covering letter which details your experience, strengths and potential in the requirements set out above
  3. Completion of the 'Questionnaire' application section giving examples of how you satisfy the essential and desirable criteria in the person specification,
  4. Examples of how you satisfy the Realising Your Potential Approach key behavioural indicators. Please ensure you give detailed examples of how you meet the selected criteria.  

 Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.

Contact details 

For further information please contact June Hedley, Faculty Administration Manager: june.hedley@durham.ac.uk

 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.

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.

Person specification - skills, knowledge, qualifications and experience required 

Essential Criteria

  1. Excellent oral and written communication skills.
  2. Proven IT skills, including use of Microsoft Office.
  3. Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
  4. Relevant administrative experience in a busy office environment.
  5. Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
  6. 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. 
  7. Ability to solve problems as part of a team and resolve straightforward issues.  
  8. Accuracy, numeracy and attention to detail.
  9. A high level of discretion and the ability to maintain confidentiality
  10. Having an understanding of what constitutes fair and respectful behaviour towards others from all backgrounds.

Desirable Criteria 

  • Evidence of personal development to maintain skills.
  • Experience of working in Higher Education
  • Post-16 qualification or equivalent experience.

Realising Your Potential Approach

The Realising Your Potential Approach will clarify the behavioural indicators we expect for all staff across support services in the University. They help to develop a high quality, service led culture by providing a consistent approach to standards of performance. Along with the key responsibilities and duties of the post and the person specification, behavioural indicators are used to inform the recruitment and selection process, to clarify the requirements of Induction, form the basis of Probation Personal Development Plans and Annual Staff Reviews. 

Essential behavioural attribute 

DEVELOPING MYSELF AND OTHERS - Showing commitment to own development and supporting and encouraging others to develop their knowledge, skills and behaviours to enable them to reach their full potential for the wider benefit of the University. 

  • Proactively engaging in formal and informal learning and development activities

WORKING TOGETHER - Working co-operatively with others in order to achieve objectives. Applying a wide range of interpersonal skills. 

  • Having a good grasp of where your responsibility ends and that of others begins

ACHIEVING RESULTS - Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.  

  • Maintaining a high standard of work even when under pressure

DBS Requirement: Not Applicable.

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