DURHAM UNIVERSITY

Team Administrator

Location
Durham, United Kingdom
Salary
£19,612 - £21,814 per annum
Posted
13 May 2021
End of advertisement period
27 May 2021
Ref
21000402
Contract Type
Permanent
Hours
Full Time

Careers & Enterprise

Grade 4: - £19,612 - £21,814 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 27-May-2021, 6:59:00 AM   

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

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.

The Department and role purpose    

Careers & Enterprise sits within the Education Division, which is headed by the Pro Vice Chancellor for Education, and is part of the University’s developmental approach to ensuring effective student engagement, achievement and positive progression. 

The Careers & Enterprise (C&E) Centre is a dynamic and developing team, operating across the university through subject departments, colleges, societies and industry facing initiatives to support the development and progression needs of students.  It aims to help them meet the challenges and opportunities of the constantly developing employment market, and become the leaders and innovators of the near future.  

The duties of the Team Administrator include; providing a high level of professional administrative support, administering finances, within the University procurement guidelines, assisting in the development and administration of special projects and providing occasional cover for the enquiry desk dealing with customer enquiries. 

Core responsibilities:

  • Provide a responsive and proactive support service for Careers & Enterprise staff.
  • Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience.
  • Respond to service users answering and recording standard queries and bookings for activities and/or events.
  • Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service.
  • 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.
  • Operate a booking and enquiry service and process 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.
  • Liaise with internal and external suppliers, contractors and professional specialists 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.

Role responsibilities:

  • Work with team members to ensure the smooth running of administrative processes to support Careers & Enterprise staff and activities, such as disseminating information, organising meetings, travel and conference arrangements.
  • Compile, record, store and archive data and information to ensure the accuracy and safety of information.
  • Liaise with representatives from other service areas, professional organisations and agencies where necessary.
  • Use standard office-based digital systems, tools and equipment to carry out data recording, communications and and marketing of events and activity.
  • 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.
  • 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.
  • Provide cover for the Careers & Enterprise enquiry desk which involves dealing effectively with face-to-face, telephone and email enquiries from students, staff and external employers and organisations. 
  • Purchase goods and services for the Careers & Enterprise team using the University’s procurement process and purchasing card. 
  • Any other reasonable duties.

Specific role requirements

  • Occasional evening and weekend work, as required. 

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. Examples of how you satisfy the essential criteria in the person specification, this will require completion of the 'Questionnaire' application section.

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: Catherine Richardson, Head of Careers & Enterprise: Email:   c.l.richardson@durham.ac.uk

Person specification - skills, knowledge, qualifications and experience required

The essential criteria for this role are:

  1. Excellent oral and written communication skills, and ability to establish effective working relationships with students, staff and external stakeholders.
  2. Proven IT skills, including use of Microsoft Office.
  3. Five GCSE’s 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. Post-16 qualification or equivalent experience.
  6. Relevant administrative experience in a busy office environment.
  7. Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
  8. Experience of working on the front line with service delivery.
  9. Experience of working in a team.
  10. Ability to solve problems as part of a team and resolve straightforward issues. 
  11. Experience of organisation and promotion of events. 
  12. Ability to work on own initiative, and the ability to work under pressure and meet tight deadlines without compromising on quality. 

The desirable criteria for this role are:

  • Appreciation and understanding of graduate recruitment and employability issues. 
  • Experience of the University’s procurement process and working in Oracle Financials. 
  • A working knowledge of developing web pages using the University Content Management System. 
  • Familiarity with using social media as a marketing tool in a professional 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.

DBS Requirement: Not Applicable.

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