DURHAM UNIVERSITY

Operations Administrator

Location
Durham, United Kingdom
Salary
£19,612 - £21,814 per annum
Posted
30 Jul 2021
End of advertisement period
24 Aug 2021
Ref
21000800
Contract Type
Permanent
Hours
Full Time

Department of Engineering

Grade 4: - £19,612 - £21,814 per annum
Open-Ended/Permanent - Full Time
Contract Duration: n/a
Contracted Hours per Week: 35
Closing Date: 24-Aug-2021, 6:59:00 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 VALUESWe 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, 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 Department of Engineering is consistently one of the very best UK engineering departments with an outstanding reputation for excellence in teaching, research and employability of our students. The Department is ranked 4th in the Complete University Guide 2022, 4th in the Guardian University Guide 2021 and 6th in The Times and Sunday Times Good University Guide 2021 in the UK for General Engineering.  Ranked in the top 5 in the UK for Research impact at REF 2014, this dynamic department is an excellent place to work.  The strategic vision for the Department includes a growth plan of over 60% over the next five years, with a significant enhancement of the research challenge portfolio, and a drive to enrich our undergraduate, postgraduate taught and postgraduate research provision. It is an exciting time to join this expanding Department and make your mark.

The Operations Administrator is responsible for the provision of a professional, efficient administrative service, taking responsibility for operational aspects of service delivery and other Departmental activities. The post holder will ensure deadlines are met and high quality standards are maintained, working in accordance with University and Departmental policies and procedures.

The Operations Administrator will provide proactive support in working with senior members of the Department, in particular the Head of Department, Department Manager and members of the Senior Management Team. Working within a team under the line management of the Department Manager, the role holder will be expected to undertake administrative tasks and support processes that underpin the delivery of the Department’s Strategy, particularly with respect to teaching, research and related operations. They will possess excellent organisational and time management skills, display initiative and flexibility and demonstrate a commitment to customer service and excellence.

Core responsibilities:

  • Provide a responsive and proactive support service for stakeholders, in particular with respect to academic staff, University and Departmental colleagues and external partners and, as required to  student body.
  • Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience.
  • Provide a prompt response to service users answering and recording standard queries and bookings for activities and/or events, referring to other staff and departments as appropriate.
  • Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service particularly with respect to members of staff (academic and non-academic) and visitors from pre-contract/arrival, through induction and onwards.
  • 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, to include confidential material relating to personnel, research contracts etc.
  • Deal with information 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 such as staff induction, research meetings, external stakeholder meetings, seminar series etc.
  • Liaise with internal and external colleagues and organisations 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 staff, students, visitors 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, particularly with respect to personnel, health and safety, contractual/service documentation.
  • Liaise with members of academic staff and representatives from other service areas, and external professional organisations and agencies where necessary.
  • Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking, including overseeing the social media activity within the Department.
  • 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, particularly with regard to HR policies, Health and Safety, business assurance etc.
  • 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 to support staff recruitment, research, teaching and network building with internal and external stakeholders.
  • 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 events.

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. 

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 person specification through answering the questions in the application.

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; Dr Ruth Vater, Department Manager (ruth.vater@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.
  • 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.
  • Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
  • Relevant administrative experience in a busy office environment.
  • 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.
  • Evidence of excellent time management and workload organisation and prioritising skills with the ability to manage conflicting deadlines.
  • Experience of working in a team.
  • Ability to solve problems as part of a team and resolve straightforward issues.  
  • Accuracy, numeracy and attention to detail.
  • Evidence of the ability to work on own initiative with an element of proactivity.
  • A high level of discretion and the ability to maintain confidentiality

Desirable Criteria

  • Post-16 qualification or equivalent experience.
  • Experience of working in Higher Education
  • Experience of working in a multicultural environment.
  • Experience of working with social media in a professional capacity.

DBS Requirement: Not Applicable.

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