Assistant Manager, Institute for Medical Humanities

£27116 - £28756 per annum + pro rata
Friday, 1 October 2021
End of advertisement period
Friday, 29 October 2021
Durham University
Academic Discipline
Social Sciences, Education
Contract Type
Fixed Term
Part Time

The post is offered as a job share (0.5FTE/17.5hours per week) with the exact working pattern to be agreed upon.

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

The Institute and role purpose    

The Institute for Medical Humanities (IMH) is focused on improving health by understanding hidden experiences. We are predominantly funded by the Wellcome Trust and host a number of interdisciplinary researchers and research projects. We are currently based in the Caedmon Building on the Hild Bede site in Durham City.
The Assistant Manager will be responsible for overseeing the day-to-day functioning of the Institute, with a focus on operations and administration.

The role will include 

  • The day-to-day running of the Institute building, including implementing policies and procedures, monitoring and reporting, space and resource management, and building inductions for new staff and visitors.
  • Acting as the first point of contact for all internal and external enquiries.
  • Participating in operational and project meetings, and preparing papers, and minuting management, advisory board, and other senior-level meetings.
  • Maintaining records of research activities and outputs, contributing to reports to university, funders, and other stakeholders.

The Assistant Manager will line manage the IMH Administrative Assistant and will be supervised by the Senior Manager (Research & Engagement) and will also work closely with the Institute Directors, Academic Management Group and researchers. The successful candidate will have excellent organisational, numeracy, communication, and IT skills and a flexible approach.

The role will be based in the Institute for Medical Humanities in Durham City. There is flexibility for hybrid working, but regular presence on site is necessary to monitor building operations and attend meetings.

Core responsibilities:

  • Supervisory responsibilities for the Institute for Medical Humanities building, services, resources, and Administrative Assistant.
  • Provide induction and ongoing development support and training to team members.
    Contribute to the ADR process for Administrative Assistant, assisting with the identification of development needs where appropriate. 
  • Plan and organise own workload, and allocate and monitor work activities for the Administrative Assistant and, when required, casual staff.
  • Act as the first point of contact for routine HR issues, such as contract changes and casual appointments, referring more complex issues to the Senior Manager or HR.
  • Responsible for organising and overseeing all day-to-day operations and administration of the Institute for Medical Humanities.  
  • Reactive and proactive service provision with others to deliver an excellent stakeholder experience.
  • Relationship building, network participation internally and externally to build and update knowledge and skills, develop and share best practices and coordinate shared activities, including liaising with other University support services and networking with peers at other Durham University Research Institutes and Wellcome HSS Centres,.
  • Plan and organise internal and external meetings and events, such as seminars and conferences, and make travel arrangements as required. 
  • Implement and monitor protocols, procedures, processes, and regulations.
    Monitor and report incidents.
  • Implement and monitor recognised procedures to ensure compliance and meet University values of inclusion, diversity, and participation.
  • Contribute to business meetings, working groups, and committees to help shape service delivery and stakeholder expectations.
  • Responsible for keeping financial and budget records and reconciling consumable expenditure queries.
  • Involved in the purchase and return of goods and services.

Role responsibilities:

  • Manage and organise professional business and administrative service processes, staff, and/or resources to achieve defined targets and outcomes.
  • Develop, implement and enforce recognised procedures to ensure compliance, coordinate effort, and contribute to team goals.
  • Provide professional guidance and advice to staff and students with the operational running of budgets, processes, data and information recording, and assessment data. 
  • Ensure team activities, budgets and documents comply with internal University and external regulation, policy, and procedures.
  • Ensure accuracy by instituting recognised and routine checks, assessment criteria, and techniques.
  • Record data and information accurately, provide reports, and distribute information to key stakeholders in the process or service.
  • Use a range of digital media and tools to communicate with a diverse range of key stakeholders, both verbally and in written format who may need to access information across different geographic and time zones, including compiling our regular external newsletter and updating the website.
  • Establish, maintain and develop productive and ongoing relationships with stakeholders to influence the perception of the University.
  • Any other reasonable duties.  

Specific role requirements

The role will be based in the Institute for Medical Humanities in Durham City. There is flexibility for hybrid-working, but regular presence on site is necessary to monitor building operations. The post is offered as a job share (0.5FTE/17.5hours per week) with the exact working pattern to be agreed, but likely to be three days per week.

There will be opportunities for occasional travel within the UK for networking and events, but this will not be compulsory.  

Working Arrangements

At Durham, we recognise that our staff and students are our greatest asset and we want to support the health and wellbeing of all.  Hybrid working supports this ethos and provides many benefits to our colleagues, including empowering people, where their role allows, to work in a manner which is more suitable for them, whilst encouraging our commitment to environmental sustainability.

Depending on the needs of the business and the job role, Durham University is piloting hybrid working for all Professional Services colleagues in the academic year 2021/2022, which may include the opportunity to work both on and off campus and to flex working hours.  If appointed to the post, your line manager will discuss the specific arrangements with you.  Any hybrid arrangements are non-contractual and may change within the pilot and when the pilot ends.

Reward and Benefits

To support the delivery of the University's People Strategy to attract, retain and reward the very best, we offer a fantastic range of rewards and benefits to our staff, including:

  • 27 days annual leave, plus 4 customary days and 8 bank holidays (pro-rata for part-time) and the option to purchase additional leave;
  • Automatic enrolment into a pension scheme;
  • Corporate and local discounts;
  • Wellbeing resources and discounted health benefits;
  • Health discounts on sports and activities at Maiden Castle Health and Activity Centre;
  • Reward and Recognition Schemes;
  • Personal and career development;
  • And SO much more, with further information available here

Recruiting to this post

In order to be considered for an interview, candidates must evidence each of the essential criteria required for the role in the person specification.  In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.  

Please note that some criteria will only be considered at the 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.

Information if you have a disability

The University welcomes applications from disabled people. We are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, adjustments will be made to support people within their role.

If you are unable to complete your application via our recruitment system, please get in touch with us on e.recruitment@durham.ac.uk.

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 in the essential and desirable criteria;

3. Completion of the application questions.  Please ensure you give detailed examples of how you meet these criteria if requested.  

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

Contact details

For further information regarding this post, please contact Institute Manager Sarah McLusky via sarah.mclusky@durham.ac.uk

Contact information for technical difficulties when submitting your application

If you encounter technical difficulties when using the online application form, we prefer you send enquiries by email.  Please send your name along with a brief description of the problem you’re experiencing to e.recruitment@durham.ac.uk