Academic Office

Grade 6: - £26,715 - £32,817 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 28-Apr-2021, 6:59:00 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 Data and Analytics Assistant Manager will provide support to the Data and Analytics Manager in ensuring a high-quality, strategically-aligned and timely data and analytics service. This varied role requires the exercise of independent judgement and initiative along with advanced IT and data analytical skills. The post holder is expected to work collaboratively with colleagues across the University to ensure the delivery of an excellent applicant experience. The post holder will be responsible for supporting the delivery of:

• the coordination, planning and reviewing of recruitment and admissions data processes including activity targeting and impact analysis, offer making, projections modelling, and student number planning,
• the provision of complex, robust and accurate data, analysis and insight to support student recruitment planning, senior management decision-making and admissions processes and communication requirements,
• the continuous improvement of data and analytics systems, tools and processes.

Recruitment and Admissions Services

Based in the Academic Office (Education Division), Recruitment and Admissions Services brings together a number of teams providing services in events, enquiry management, CRM, data analysis and forecasting, projects and compliance and admissions. It provides an essential service to the University in ensuring its financial sustainability and in delivering student number growth and increasing diversity in line with strategic aims and targets. We are the public face of the University in UK schools and colleges, through our contact with prospects, enquirers and applicants across the world and through our events programme. The team includes a range of professionals from a number of specialisms including administrators, decision makers, data analysts and forecasters, IT specialists, designers and marketers, events managers and recruiters. Further information on Recruitment and Admissions Services can be found at www.durham.ac.uk/academic.office/ugadmissions.

The Academic Office

The Academic Office provides a professional administrative support service to staff, students and potential students of Durham University. The Academic Registrar is the head of the department and is responsible to the Vice Provost (Education) for its management.

• The Academic Office includes the following services:
• Academic Registrar's Office
• Access and Engagement
• Curriculum, Learning and Assessment (including Ceremonies, validated programmes and collaborative provision)
• Recruitment and Admissions
• Student Immigration and Funding
• Student Registry

All of the services are based at either the Palatine Centre or Mountjoy Centre in Durham City.

Core responsibilities:

• Experienced data and analytics practitioner, planning and co-ordinating of projects and work streams with inter-related activities.
• Plan and organise own workload with or without involvement from others.
• Specialist support with problem solving and query handling.
• Provide 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.
• Engage with external peers and specialists to exchange knowledge and information.
• Interpret, curate, design and present recruitment and admissions data and analytics, including responding to Freedom of Information requests and producing/maintaining regular reports and dashboards.
• Implement and monitor protocols, procedures, processes and regulations.
• Monitor and report incidents.
• Carry out more in-depth investigations, searches and research information and data to identify trends and patterns.
• Take responsibility for day to day decision making within own area of responsibility for operational aspects of service delivery, translating external requirements into practical application and advice.
• 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.
• Support the capture of data and analytics user’s requirements and work with colleagues to translate these into recommendations for future service provision.

Role responsibilities:

• Manage and organise professional data and analytics processes, activities and resources to achieve defined targets and outcomes.
• Develop, implement and enforce recognised procedures to ensure compliance, co-ordinate effort and contribute to team goals.
• Provide professional guidance and advice to staff with the operational running of recruitment and admissions data and information recording
• Act as a subject matter expert for data and reporting systems, creating full documentation and help guides for databases and systems to use within Recruitment and Admissions and providing training to team members to share expertise.
• Ensure projects, activities and documents comply with internal University and external regulation, policy and procedures, paying particular attention to Data Protection Legislation.
• 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.
• Develop, plan and deliver data and analytics activities for internal stakeholders.
• Establish, maintain and develop productive and ongoing relationships with stakeholders to influence perception of the Office within the University and the University in external communications.
• Take lead responsibility for specified data and analytics activity.
• Any other reasonable duties.

Specific role requirements

Occasional weekend/evening working will be required. This is to attend external events and assist with tasks such as open days, recruitment events and undergraduate confirmation. Due to the operational needs of the Office, annual leave is not permitted between the receipt of A level results and the 31st August each year, and the number of staff permitted to be on annual leave during September and other peak periods is restricted.

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 (including those listed in the section ‘Realising Your Potential Approach’).

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 in the person specification;
3. Examples of how you satisfy the essential criteria in the person specification, this may require the completion of questions as part of the application process

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.

Contact details:

For further information please contact: Natalie Kennedy (n.j.kennedy@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

Person specification - skills, knowledge, qualifications and experience required

Essential Criteria

• Excellent oral and written communication skills and the ability to develop effective working relationships, both internally and externally.
• Advanced IT skills, including use of Microsoft Office (especially programmes for interrogating, managing and analysing data) and a commitment to maximise the use of technology in supporting processes.
• Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
• Post-16 qualification or recent experience in a role analysing and reporting on data.
• Evidence of personal development to maintain skills.
• Experience of providing advice and guidance to a range of customers and colleagues, with excellent attention to detail and accuracy.
• Experienced service provider with knowledge and expertise used to contribute to the delivery and development of services, events and activities within the organisation. 
• Experience of implementing policy and procedures and involvement with future changes for a service area.
• Ability to effectively network and exchange advice and information for development purposes.
• Ability to work independently, plan projects, manage conflicting priorities and demands, and meet tight deadlines, including successfully setting, managing, and meeting challenging targets.
• Proven experience in data analysis and reporting, including handling and interpreting large and complex data sets
• Experience of presenting and explaining complex statistical information in a clear and concise way to a non-specialist audience
• Excellent customer service skills with a clear commitment to delivering a consistently high standard of customer service to internal and external contacts and continuous improvement of the service.

Desirable Criteria

• A good honours undergraduate degree or equivalent in a subject or area with numerical and analytical content or experience analysing applicant or student data in a higher education context; or other relevant data analysis experience
• Experience of admissions data and systems activity in a UK Higher Education institution
• An understanding of the legislative and compliance parameters that govern HE Admissions.
• Excellent knowledge of HE and pre-HE sectors with in depth understanding of student admissions issues and practice in both undergraduate or postgraduate areas, at Durham University or elsewhere
• Knowledge of Microsoft Power BI or other business intelligence software as a data visualisation tool and data warehousing methods

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.

DBS Requirement: Not Applicable.