Department of Physics

Grade 5: - £22,847 - £26,341 per annum
Fixed Term - Part Time
Contract Duration: 24 month
Contracted Hours per Week: 17.5
Closing Date: 01-Oct-2021, 6:59:00 AM

The Department and role purpose 

The Department of Physics at Durham University is one of the very best UK Physics departments with an outstanding reputation for excellence in teaching, research and employability of our students.

The Department of Physics is committed to building and maintaining a diverse and inclusive environment. It is pledged to the Athena SWAN charter, where we hold a silver award, and has the status of IoP Juno Champion. We embrace equality and particularly welcome applications from women, black and minority ethnic candidates, and members of other groups that are under-represented in physics. Durham University provides a range of benefits including pension, flexible and/or part time working hours, shared parental leave policy and childcare provision

The Astronomy research group are seeking to appoint a self-motivated and experienced Project Coordinator to provide a professional service in support of the Astrophysical Constraints On The Identity Of The Dark Matter project and to support the daily operations and the effective and efficient running of the research section.

The post holder will be a committed, enthusiastic professional who relates well to people at all levels. She/he will be expected to demonstrate a high level of initiative and be confident in dealing with diverse groups, including visiting researchers, Heads of Faculties, Departments and Colleges and research groups across the University.

The post holder will be expected to work flexibly to deliver effective administrative support and guidance to the Project, relevant Astronomy group staff and its stakeholders. Working closely with senior staff and colleagues, she/he will be required to assist with the fundamental and general Astronomy group administrative services, as well as assisting with data gathering for funding and project applications, organising events and research activities, creating and maintaining financial and publishing records. The role will also provide opportunities for the post holder to contribute to the development of new promotional materials and communication tools for the Astronomy group e.g. website and social media content.

The Astrophysical Constraints On The Identity Of The Dark Matter Project Coordinator will act as the first point of contact for enquiries and managing a wide range of internal and external enquiries from staff, partners and other stakeholders via email, telephone and face-to-face contact, taking an active decision-making role and using judgement on a day-to-day basis, providing advice, support and information.

The candidate would be expected to assist the Principal Investigator and other members of the Astronomy Senior Management Team, providing administrative support to ensure the smooth running of activities and to maximise effective use of academic staff time.

This role is an excellent opportunity for an administrator seeking to develop their experience and knowledge at both strategic and operational levels, and applications are invited from enthusiastic individuals looking to embrace a new challenge.

Core responsibilities:

• Act as more knowledgeable team member without responsibility for team members.
• Plan and organise own workload with or without involvement with project work streams.
• Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
• Respond to stakeholder needs to deliver and shape an excellent stakeholder experience.
• Apply theory and practice, from academic and professional development and previous knowledge within a service team.
• Contribute to collaborative decision making within the team with service provision to deliver an excellent stakeholder experience in accordance with policy and procedures.
• Work collaboratively across the organisation and/or externally with colleagues and stakeholders to deliver a service.
• Provide guidance and advice to resolve problems and queries for a broad range of service users.
• Collaborate with team members to implement service alterations.
• Organise and schedule resources, activities and events.
• Identify priorities and monitor processes and activities to ensure success.
• Provide more in-depth independent research and analysis activities within the role.
• Analyse work activities to ensure the effective and efficient use of capital and consumable equipment and resources.
• Provide demonstrations and instruction to others outside the team.
• Support the capture of business requirements from users and work with colleagues to translate these into recommendations for future service provision.
• Liaise with contacts and participate in networks and communities internally and possibly externally, contributing to effective collaborative working.
• Advise others and make recommendations into work processes and procedures for consideration by senior management to improve services.

Role responsibilities:

• Deliver support services to ensure the effective and efficient running of business processes and systems for all Astronomy group colleagues.
• Monitoring and evaluating budgets; assist with the financial management of the Astrophysical Constraints On The Identity Of The Dark Matter project.
• Collaborate with colleagues across professional and administrative areas to ensure seamless service provision. 
• Share own knowledge within the team to develop the local knowledge of others, with a particular emphasis on improving working practices.
• Monitor data accuracy checks to identify anomalies and ensure the integrity of data and information.
• Update data and information on systems and media for recording, storing, communicating and informing service users, team members and colleagues.
• Manage the organisation of programme meetings and annual reviews, workshops and outreach events; including liaising with internal and external speakers, visitors and other associated stakeholders.
• Work with internal and external partners to deliver cross-functional services and activities.
• Accurately record information and data, (including minutes of meetings) and disseminate within internal networks including committees, initiating and following up on actions as appropriate.
• Contribute to the development and implementation of policy and procedures within own area of working.
• Prepare written reports for consideration by management where required.
• Work alongside the project Principal Investigator, contribute to business meetings, working groups and committees to help shape service delivery and stakeholder expectations for internal and external partners.
• Any other reasonable duties as commensurate with the grade as directed by the Astronomy Group Senior Management Team.
• Coordinator national and international travel, accommodation and conferences for the project Principal Investigator and other members of the research group.

Person specification - skills, knowledge, qualifications and experience required

Criteria:  E, D

• Evidence of meeting the criteria
• Excellent oral and written communication skills and the ability to develop effective working relationships, both internally and externally. x 
• Proven IT skills, including use of Microsoft Office. x 
• Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience). x 
• Evidence of personal development to maintain skills. x  
• Relevant administrative experience in a busy  office environment. x
• Demonstrable ability to proactively work with team members to ensure the delivery of high quality services to specific deadlines. x
• 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. x
• Demonstrable ability to provide advice and guidance to a range of colleagues. x
• Demonstrate knowledge and experience of planning and managing the operation of academic conferences and similar events. x
• Ability to solve problems as part of a team and resolve issues, plan solutions and make pragmatic decisions. x 
• Ability to effectively network and exchange advice and information for development purposes. x
• Experience of Financial Management x
• Knowledge of the Oracle Financial System x
• Experience of working with academic researchers x
• Experience of organizing international conferences x

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;

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; Linda Wilkinson, Research Manager l.a.wilkinson@durham.ac.uk

DBS Requirement: Not Applicable.