Faculty Administration Manager
Arts Faculty Office
Grade 7: - £33,797 - £40,322 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 20-Mar-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 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 Faculty of Arts & Humanities is nationally and globally leading, ranked in the top 20 in the world by the THE World University Rankings. It has an ambitious vision to further develop in its ability to deliver world-class education and research.
The Faculty is looking to recruit a Faculty Administration Manager 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 and the Faculty Manager.
The Faculty Administration Manager and their team support the Faculty leadership team in:
- Developing and delivering agreed strategic and operational projects, activities and processes.
- Supporting departments to deliver the agreed outcomes from the annual planning round.
- Coordinating activities across departments in collaboration with relevant professional service teams.
- Providing processes to support the delivery of high-quality staff and student experience.
Reporting to the Faculty Manager, the Faculty Administration Manager will provide proactive high-quality support to the Faculty Leadership Team as well as to the departments across the Faculty. The Faculty Administration Manager will lead and manage a team and undertake strategic and operational tasks to support and oversee 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.
This will include:
- Leading a team to ensure high-quality operational support to the Faculty leadership team and to deliver processes that have a positive impact on staff and students.
- Ensuring a culture of ongoing improvement in the effective delivery of administrative processes.
- Delivering projects, policies and activities in support of the Faculty’s strategic priorities to deliver world-class education and research.
- Supporting the Executive Dean in all aspects of Faculty initiatives, including oversight of Human Resource matters, progression and promotion for the Faculty.
- Implementing policies and activities in support of all aspects of education to provide quality assurance for an exceptional student service.
- Attending and contributing to Faculty Boards, Senior Leadership Team meetings, strategy groups and other cross-Faculty forums.
- Overseeing the effective functioning of the Faculty Office and wider Faculty, for example by acting as lead for training and development initiatives, such as, Communities of Practice projects, hosting and delivering the Faculty administration away-day and administrative staff awards process.
This is an exciting opportunity to work with staff leading the academic and operational administration of the Faculty.
- Recognised professional practitioner and management and administrative and policy specialist with responsibility for the management of team members
- Provide input to the design and development of administrative service processes, techniques and deliverables for one or more service areas or projects
- Manage operational service activities to ensure excellence in the stakeholder experience
- Contribute to the analysis of stakeholder feedback to help define needs and requirements, inputting to the design and planning of services
- Internal and external relationship development and partnership working, networking and participation to engage and influence future services and the University reputation
- Provide feedback on team and individual performance and identify development needs, conducting regular staff ADR and performance reviews
- Handle the vast majority of welfare issues within a team, referring more complex welfare issues to appropriate support services/senior management
- Delivery of ongoing coaching, mentoring and training to team members
- Maintain an awareness of current policy for University business goals such as widening participation and access
- Contribute to business meetings, working groups and sub committees at departmental and operational service levels
- Responsible for managing small budgets for consumables and some capital items, keeping records and processing invoices
- Devolve responsibilities to team members to ensure continuity of service provision and encourage skills development.
- Provide management and development of accreditation-complaint administrative processes and procedures aimed towards achieving greater efficiency for the School ensuring a high quality and timely service to all stakeholders, including prospective, existing and past students and staff
- Manage and monitor performance and workload outcomes and staff, planning cover to ensure smooth service provision through peaks and troughs
- Analyse service data and provide reports to senior management, making recommendations for improvement as appropriate
- Develop a thorough understanding of the University assessment policies and procedures and ensure regulations and procedures are updated to take account of internal and external changes, particularly those pertaining to international accreditation.
- Provide advice to stakeholders in relation to international, national, university and Faculty policies, procedures and regulations, including assessment policies
- Ensure the review and improvement of systems and procedures in line with University, Faculty and departments frameworks
- Distribute service information and provide advice to stakeholders regarding compliance and regulations, delivering effective and efficient internal communication across the whole Faculty
- Have awareness of the external environment and sector best practice to support high quality services.
- Work closely with the Faculty Deputy Executive Dean for Education to manage the processes of appeals and complaints for the Faculty.
- Act as a central liaison point for Faculty level approvals linked to academic administration.
- Provide advice on exam board policy and procedure, and oversee the operation of Faculty Boards, Examining Boards and other key committees for the Faculty
- Project manage new programme development processes, including providing support with business cases preparation.
- Support the Faculty Manager with decisions over sign-off on new posts, temporary cover, and staff contract changes.
- Liaise with departments and HR over staff probation, retention, recruitment, academic progression and ECP/Discretionary Awards outcomes .
- Support the Faculty planning process, coordinating input from relevant professional services staff, and monitoring progress.
- Support departments in the delivery of key priority actions through practical actions and guidance.
- 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 Faculty Initiatives.
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
- A CV;
- A covering letter which details your experience, strengths and potential in the requirements set out above;
- Criteria Questions – please ensure you give detailed examples of how you meet the person specification essential and desirable criteria; (a maximum of 200 words per question).
The Realising Your Potential Approach criteria is for information only, but may be referred to during the interview process.
Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.
For further information please contact:
June Hedley, Faculty Administration Manager, Faculty of Arts & Humanities, 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.
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.
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 and the ability to produce high quality reports, minutes and other documentation.
- Educated to degree level (or equivalent experience).
- Proven IT skills, including use of Microsoft Office 365.
- Strong analytical skills and the ability to engage meaningfully with both written text and numerical data sources.
- Experience of implementing policy and procedures and involvement with process improvement
- Knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines.
- Providing advice and guidance to colleagues and staff at all levels, including senior colleagues.
- Ability to create a positive workplace culture with experience of managing and developing team performance.
- Demonstrable experience of being able to network effectively and develop strong and productive working relationships within an organisation.
- Excellent problem solving, time management and organisational skills
- Evidence of continuing professional development relevant to the role
- Proven project management experience with the ability to train groups of colleagues and lead multiple projects with different aims, objectives and stakeholders. To deliver on time and within budget
- Awareness of issues in the Higher Education sector
- Knowledge of assessment policies and mechanisms for Quality Assurance
Realising Your Potential Approach
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.
- Encouraging others to contribute to institutional level activity
- Showing awareness of the changing needs of the University and incorporating these into own and others’ development plans.
EMBRACING CHANGE: Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an opportunity and being receptive to new ideas.
- Creating a climate that encourages innovation and receptivity to change.
- Leading by example in supporting the University to break with traditional methods
- Communicating upwards to influence policy formulation
- Adapting departmental plans to reflect changes in the wider environment
WORKING TOGETHER: Working co-operatively with others in order to achieve objectives. Applying a wide range of interpersonal skills.
- Working across boundaries to develop relationships with other teams
- Reflecting the principles of responsible University and the University values in dealing with people and conducting business
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.
- Being open to and applying good practice and fresh ideas from inside and outside the University
- Exercising judgement in line with University strategy and priorities
- Actively seeking new ideas and approaches from outside the University
- Identifying and pursuing opportunities to work in partnership with internal and external organisations to generate and develop ideas.
ACHIEVE RESULTS: Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.
- Confidently say ‘no’ to activities that are less important or do not fit with University priorities
- Critically evaluate the success of projects to disseminate lessons that can be learned
- Being effective in gaining buy-in without direct authority
- Being knowledgeable about key stakeholders and how they may influence the work of your department
DBS Requirement: Not Applicable.