Central Store Administrative Assistant

Durham, United Kingdom
£17,361 - £17,682 per annum
15 Apr 2021
End of advertisement period
29 Apr 2021
Contract Type
Fixed Term
Full Time

Accommodation & Commercial Services

Grade 2: - £17,361 - £17,682 per annum
Fixed Term - Full Time
Contract Duration: From 1st June 2021 until 31st July 2022
Contracted Hours per Week: 35
Closing Date: 29-Apr-2021, 6:59:00 AM 

Job Family: Business Process and People Services

Department: Estates and Facilities Directorate

Accommodation and Commercial Services

Responsible to: Estates and Facilities Relationship Coordinator
Grade: Grade 2
Salary range: £17,361-£17,682 per annum
Contract type: Fixed-term role
1st June 2021 – 31st July 2022
Working arrangements: Full-time (35 hours)
Five days out of seven, primarily Monday to Friday              
Interview date (if known): 

The Department and role purpose  

The Estates and Facilities Directorate provides a number of essential services to Durham University and is responsible for managing, maintaining and developing the infrastructure and building fabric of the various campuses, including:

  • maintaining and regularly reviewing a maintenance programme which takes account of short, medium and long term needs of all buildings and University grounds;
  • implementing the works identified and funded within the various maintenance programmes and operating a system for dealing with day-to day requirements, including the provision of an out-of-hours emergency service;
  • providing a professional, technical service to the University for the design, construction and procurement of new buildings and adaptation works to existing buildings;
  • identifying and recording the use of space and advising on ways of increasing space utilisation;
  • property and asset management;
  • acquisition and disposal of built environment related assets;
  • procuring and managing utilities and services;
  • providing postal, delivery and security arrangements and advice to the University; and
  • the delivery of a wide-range of customer-facing services, including: contract management; estates and facilities relationships management; housekeeping and cleaning, business resilience, event management; reception helpdesk; university retail; business support; health and safety; and management information.

The University Central Essential Store provides a University-wide, strategic approach to procuring COVID-19 (C19) essential supplies. The team is responsible for ordering, receiving and distributing essential cleaning supplies and core Personal Protective Equipment (PPE).

The University Central Essential Store Administrative Assistant will support the day-to-day operations for all Central Essential Store requirements, including, but not be limited to: robust stock management, ordering, accepting and distributing stock, and financial administration ensuring the correct ordering process and required approvals are followed. The post-holder will be required to work in collaboration with Health and Safety, and Procurement Services, to ensure products procured meet the required health and safety standards. 

Core responsibilities:

  • Contribute input within the University Central Essential Store team to provide a stakeholder-focussed, responsive service.
  • Respond to requests for information from stakeholders.
  • Contribute to the University Central Essential Store team effort with more straightforward tasks during peak work flows.
  • Follow documented service procedures, particularly when assisting with stock takes and delivery of goods, referring to more experienced colleagues with less straightforward issues.
  • Learn new skills and techniques on the job working alongside more experienced team members.
  • Learn about the hazards and risks within own area of work and report incidents in accordance with recognised procedures and protocols.
  • Communicate with supervisor, team members, other staff, students and visitors in person or using electronic tools and applications.

Role responsibilities:

  • Carry out tasks following strict procedures to log and record routine information and data for use by others.
  • Follow guidelines and protocols to determine what to pass on and to whom where necessary.
  • Use office-based and/or familiar software, applications and devices to deliver services.
  • Assist team members to organise the work space and office-based equipment, tools and resources where necessary.
  • Carry out daily financial processes, such as, credit card payments and purchasing using the Acquire Procurement system.
  • Any other reasonable duties. 

Specific Role requirements:

  • May be required to work evenings and weekends, as business demands.
  • The role will require an element of physical manual handling, such as lifting and transporting stock.
  • Ability to effectively travel independently across the campus, moving store items, as required.
  • Attend all training and development, as required.

This job belongs to Durham University 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.

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 below (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 all of the requirements set out in the Person Specification
  3. Completed responses to questions asked as part of the application.

Please ensure that you submit the documentation listed above or your application will not be considered.

Contact details

For further information please contact: Debra Fidler, d.l.fidler@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

  1. Good oral and written communication skills.
  2. Good IT skills including Microsoft Office.
  3. Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
  4. Experience of working independently as well as in a team.
  5. Experience of working in a customer focussed service.
  6. Experience of managing time in order to meet deadlines.
  7. Ability to follow instructions, written or oral, accurately.

Desirable Criteria

  1. Evidence of personal development to maintain skills.
  2. Ability to travel independently across the campus, moving store items.
  3. Relevant, previous experience working in a retail environment, including a good working knowledge of EPoS tills.

Realising Your Potential Approach

Providing Excellent Student Services and Professional Support: Providing the best quality service to all our students, customers and stakeholders. Building genuine and long-term relationships, through every day interactions, in order to drive up service standards and to enhance their experience:

  1. Summarising basic information clearly and concisely.
  2. If a query cannot be resolved personally, listening carefully and recording the detail accurately to identify who to escalate the query to, when required.

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

  1. Developing effective working relationships with colleagues.
  2. Communicating effectively with all.
  3. Ensuring confidentiality is maintained, where appropriate.

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 resources in ways that are efficient and minimise any adverse impact on the environment.

Achieving Results: Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria:

  1. Planning and prioritising own work to achieve agreed objectives.

DBS Requirement: Not Applicable.

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