Department of Computer Science

Grade 4: - £19,612 - £20,814 per annum
Fixed Term - Part Time
Contract Duration: until 31st March 2021
Contracted Hours per Week: 7
Closing Date: 20-Aug-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    

The successful candidate will be based in the Department of Computer Science, Durham University - ranked in the top five for Computer Science, Times Good University Guide 2017/18 (Durham University ranked 4th overall). The Department holds an Athena Swan Bronze award, highlighting its commitment to promoting women in Science, Engineering and Technology.

Applications are invited for an Administrator on the exciting, Institute of Coding collaboration “TechUP”.  Ideally, we are seeking applicants with relevant project administration experience working with multiple partners and stakeholders. The post is for a fixed term period until 31st March 2022 and would be an excellent opportunity for a current member of staff seeking professional development as a secondment or to supplement an existing part time role. Applicants will be working under the guidance of Professor Sue Black and Professor Alexandra I. Cristea, reporting to Project Manager Johanna Waite.

“TechUP” will be creating a basic Digital Skills course in collaboration with the Institute of Coding. The course will be fully independent learning via a customised online platform and is designed to equip those with little to no digital skills with the foundations they need to get online, learners will have the option to choose from three pathways specialising in different areas of interest.

The role will also include providing ongoing support to the team with further TechUP initiatives and the Alumnae network from the previous TechUPWomen programme.

This role is part time, 0.2 FTE, fixed term until 31 March 2022 with possibility of a further extension.

Core responsibilities:

• Provide a responsive and proactive support service for the leading team Professor Sue Black, Professor Alexandra I. Cristea and Project Manager - Johanna Waite to ensure the efficient running of the project.
• 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.
• Be a first point of call for all project related enquiries and requests for information and advice and escalate more specialist and complex queries or issues to the appropriate stakeholder within the project.

Role responsibilities:

• Work with team members to ensure the smooth running of administrative processes to support people and business activities.
• Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
• 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, website, social media and other external channels to regularly update communications and Stakeholder relations.
• 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.
• Be aware of ethical concerns and GDPR regulations, and help the leading team to implement and monitor the project for both.
• Make venue, catering, travel and/or equipment arrangements for events, meetings and activities.
• Use documentation and tools to measure the success of the Project (such as questionnaires, databases regarding activity data, etc.) and implement the measures (including data input, collection, simple processing and visualisation).
• Support the TechUP Project in creating documentation during the lifetime of the project, as well as for long term project sustainability, including assisting the team in sourcing and applying for new funding.
• Any other reasonable duties.

Specific role requirements

• There may be a requirement to work outside of normal office hours, as and when required including, being able to work on weekends and evenings.

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 above (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 above;
3. The person specification and Realising Your Potential Approach grids.

NOTE Any criteria marked with an asterisk* are key requirements for the role, and therefore may receive additional weighting when applications are scored during shortlisting.  Please ensure you give detailed examples of how you meet these criteria.   

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: Johanna Waite johanna.waite@durham.ac.uk

Person specification - skills, knowledge, qualifications and experience required

The essential criteria for this role are:

• Excellent oral and written communication skills.
• Proven IT skills, including use of Microsoft Office.
• Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
• Evidence of personal development to maintain skills.
• Post-16 qualification or equivalent experience.
• Relevant administrative experience in a busy office environment.
• Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
• Experience of working on the front line with service delivery, and the ability to work under pressure and meet tight deadlines without compromising on quality.
• Experience of working in a team.
• Ability to solve problems as part of a team and resolve straightforward issues. 
• Experience with data input and processing including visualisation
• Experience with communications via various channels (including internet and social media)
• Ability to maintain confidentiality and to exercise discretion and sensitivity in service delivery mindful of the needs of disabled users.

The desirable criteria for this role are:

• Previous experience of working in a Higher Education environment
• A good understanding of student experience as exemplified by Durham University
• Experience of working with individuals from underserved groups

Realising Your Potential Approach

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
3. Support/supervise others to engage effectively with students, customers and other stakeholders

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. Spotting an opportunity and taking action to do something about it
2. Identifying ways of resolving issues using own initiative
3. Making decisions and taking responsibility for them

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

1. Taking personal responsibility for getting things done
2. Maintaining a high standard of work even when under pressure
3. Incorporating flexibility into plans and adjusting them in light of developments
4. Work effectively in order to meet deadlines

DBS Requirement: Not Applicable.