Department of History

Grade 4: - £19,612 - £21,814 per annum
Fixed Term - Full Time
Contract Duration: 12 months
Contracted Hours per Week: 35
Closing Date: 04-Mar-2021, 7:59:00 AM 

Job Family: Business Process and People Services

OUR CHARACTERISTICS: We are welcoming, collegiate and inclusive.
OUR VALUES: We are motivated, inquisitive, challenging, rigorous and innovative.

Durham University

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 History is one of the very best UK history departments with an outstanding reputation for excellence in teaching, research and employability of our students. The Department is ranked third in The Complete University Guide (2020) and The Times Good University Guide (2020) and, as part of the Faculty of Arts and Humanities is ranked in the top 30 internationally. We are a successful, expanding department, engaged in teaching and research across an exceptional range of chronological, geographical and thematic areas. This dynamic department is an excellent place to work. The strategic vision for the Department a significant enhancement of the depth and breadth of the learning and teaching portfolio. It is an exciting time to join this expanding Department and make your mark.

The Learning and Teaching Administrator will support the enhancement of the student experience on our undergraduate and postgraduate (taught) programmes through ensuring the provision of an efficient administrative service. More specifically, she/he will work collaboratively as part of our learning and teaching team supporting a wide range of teaching, learning and assessment activities from the point of student enrolment through to graduation, ensuring the student experience is at the forefront of delivery.

The post holder will be responsible for the provision of a professional and efficient service, providing administrative support in a wide range of teaching, learning and assessment activities including student submissions, student feedback and attendance monitoring. The role also includes an element of student support provision which includes: resolving queries and providing information on academic and welfare related issues, making referrals to other staff, teams and services where appropriate and escalating more specialist and complex queries or issues, as and when required.

Additionally, the post holder will also be required to provide administrative support for Department and University networks, committees and meetings, by preparing, recording and distributing documents and communications, including minutes, if required. They will work independently, 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 commitment to customer service excellence.

Core responsibilities:

• 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

Role responsibilities:

• 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, 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

Recruiting to this post

In order to be considered for 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 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. Criteria Questions – please ensure you give detailed examples of how you meet the person specification essential and desirable criteria;
4. Examples of how you satisfy the Realising Your Potential Approach key behavioural indicators.   

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;
Abby Shovlin, Learning and Teaching Manager via history.landtmanager@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 current Professional Services team including people with disabilities, men 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

Essential Criteria

1. Excellent oral and written communication skills.
2. Proven IT skills, including use of Microsoft Office.
3. Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
4. Evidence of personal development to maintain skills.
5. Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
6. Experience of working in a team.
7. Relevant administrative experience in a busy office environment
8. Experience of working on the front line with service delivery, and the ability to work under pressure and meet deadlines without compromising on quality.

Desirable Criteria

1. Post-16 qualification or equivalent experience.
2. Ability to solve problems as part of a team and resolve straightforward issues.

Realising Your Potential Approach – Essential Behavioural attributes

Behavioural indicators describe the most important behaviours 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. The key behavioural indicators for this post are as follows and indicators in the lower levels in the Realising Your Potential Approach should be demonstrated as well.  Please ensure you give detailed examples of how you meet the selected criteria listed under each behavioural indicator. 

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.

1. Demonstrate self-motivation

EMBRACING CHANGE - Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an opportunity and being receptive to new ideas.

1. Viewing change situations as opportunities for improving and developing work

RESPECTING OTHERS - To embrace diversity by promoting and maintaining an inclusive and supportive work and study environment that enables all members of our University community to achieve their full potential.

1. Practices being non-judgemental towards others – avoids making decisions or judgements about people based on their sex, marital status, sexual orientation, disability, race, religion, colour, nationality, ethnic origin or age

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

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

PROVIDING LEADERSHIP AND DIRECTION - Seeing the work that you do in the context of the bigger picture and taking a long-term view. Communicating vision clearly and enthusiastically to inspire and motivate others.

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.

1. 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.

1. Resolving problems efficiently in a cheerful, friendly manner
2. Ensuring systems and processes are kept up to date to enable you to provide accurate information

USING RESOURCES EFFECTIVELY - Making effective use of available resources including people, information, networks and budgets. Being aware of the financial and commercial aspects of the University.

1. Using informal systems and channels of communication to inform and support objectives

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

1. Maintaining a high standard of work even when under pressure

DBS Requirement: Not Applicable.