Department of Archaeology
Grade 4: - £19,612 - £21,814 p.a
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 26-Nov-2020, 7:59:00 AM
The Department and role purpose
The Department of Archaeology is one of the best departments of Archaeology in the UK with an outstanding reputation for excellent in teaching, research, and the employability of our students. We are regularly ranked as one of the top two Archaeology departments in the UK (e.g. Research Excellence Framework 2014, The Guardian University Guide 2019), and one of the top 4 globally (QS World University Rankings 2020).
The Department is supported by a team of professional support staff who work with academic and technical colleagues, as well as other services across the University, to ensure the smooth administration of the department and its activities.The Operations Administrator will provide proactive support in working with senior members of the Department, in particular the Head of Department, Department Manager and members of the Senior Management Team. Working within a team under the line management of the Department Manager, the role holder will be expected to undertake administrative tasks and support processes that underpin the delivery of the Department’s Strategy, particularly with respect to teaching, research and related operations, demonstrating a commitment to customer service excellence.
In particular, the role holder will support events, travel management, diary management, and day-to-day operations within the Department, liasing with colleagues to ensure that the Department's operational activities run smoothly. The role holder will also support a number of key committees and work with committee chairs to produce agendas, minutes, and other documentation, as well as to implement decisions arising from committee discussions.
- 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 students.
- 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.
- Work with team members to ensure the smooth running of administrative processes and activities to support staff, students, visitors and business activities. These processes and activities may include supporting events, travel, student recruitment, diary management, and directly supporting the work of the Department Manager and Head of Department.
- 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, and use digital and social media for profile-raising activties.
- 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.
Person specification - skills, knowledge, qualifications and experience required
- Excellent oral and written communication skills
- Proven IT skills, including use of Microsoft Office.
- Post-16 qualification or equivalent experience.
- Evidence of personal development to maintain skills.
- 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.
- Experience of working in a team.
- Ability to solve problems as part of a team and resolve straightforward issues.
- Accuracy, numeracy and attention to detail.
- A high level of discretion and the ability to maintain confidentiality
- Experience in using social media for professional profile raising or marketing purposes.
- Experience of meeting support and minute writing.
- Experience of working in Higher Education
- Experience of working in a multicultural environment.
Realising Your Potential Approach
The Realising Your Potential Approach clarifies the behaviours expected to be demonstrated by all staff across Professional Services in the University regardless of their role. Along with the core responsibilities, role responsibilities and the person specification, the Realising Your Potential Approach behavioural indicators are used to inform the recruitment and selection process. Further information on the Realising Your Potential Approach is available here.
Recruiting to this post
In order to progress to the assessment stage of the recruitment process, candidates must evidence each of the essential criteria required for the role in the person specification above. It will be at the discretion of the recruiting panel as to whether they will also consider the desirable criteria but we would urge candidates to provide evidence for all criteria.
Please note that some criteria will only be considered for those candidates who proceed to the assessment stage.
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
Please ensure that you complete all of the criteria or your application cannot proceed to the next 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
- A CV;
- An covering letter which details your experience, strengths and potential in the requirements set out above;
For further information please contact Dr Mark Shaw (email@example.com) - Department Manager.
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, 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.
DBS Requirement: Not Applicable.