2 days left

Durham, United Kingdom
£20,092 - £22,254 per annum
01 Dec 2021
End of advertisement period
24 Jan 2022
Contract Type
Full Time

Institute of Advanced Study

Grade 4: - £20,092 - £22,254 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 24-Jan-2022, 7:59:00 AM

The closing date for applications is 23 January 2022 at midnight.

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.

The Department and role purpose:

The Institute of Advanced Study is seeking to appoint a self-motivated and experienced general administrator to support the daily operations of the Institute, and its management team.

Established in 2006, the IAS supports the University’s commitment to research excellence by fostering interdisciplinary research across the University, managing an international Fellowship programme, and promoting engagement with the institute. This post offers the successful applicant an opportunity to be part of one of Durham University’s leading research institutes.

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 IAS Fellows and other 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 exceptional administrative support and guidance to the IAS staff and its stakeholders. Working closely with senior IAS staff including the IAS Manager, she/he will take responsibility for the fundamental and general institute administrative services, as well as assist in processing Fellowship applications, funding and project applications, organising events and research activities, creating and maintaining financial records, and maintaining statistical data. The role will also provide opportunities for the post holder to contribute to the development of new promotional materials and communication tools for the Institute, including the institute newsletter, and IAS websites and social media content.

The administrator 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.

This role is an excellent opportunity for an experienced administrator who is 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:

  • Provide a responsive and proactive administrative support service for stakeholders, taking an active decision-making role and using judgement on a day-to-day basis.
  • 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 maintain information accurately and provide reports as required to team members and more experienced staff.
  • Operate the IAS room 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.
  • Act as first point of contact to resolve queries and requests for information and advice from IAS colleagues, University staff, stakeholders and partners 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 people and business activities.
  • Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
  • Compile, record, maintain, store and archive data and information to ensure the accuracy and safety of information, ensuring GDPR compliance.
  • 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 networking.
  • 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, extensive travel and/or technical equipment arrangements for events, meetings and activities.
  • Maintain IAS social media content, including Twitter, and contribute to the production of IAS newsletters.
  • Any other reasonable duties.

Specific role requirements:

  • Occasional requests to work out of standard hours (e.g. to support IAS events).

Working Arrangements

At Durham we recognise that our staff and students are our greatest asset and we want to support the health and wellbeing of all.  Hybrid working supports this ethos and provides many benefits to our colleagues, including empowering people, where their role allows, to work in a manner which is more suitable for them, whilst encouraging our commitment to environmental sustainability.

Depending on the needs of the business and the job role, Durham University is piloting hybrid working for all Professional Services colleagues in the academic year 2021/2022, which may include the opportunity to work both on and off campus and to flex working hours. If appointed to the post, your line-manager will discuss the specific arrangements with you. Any hybrid arrangements are non-contractual and may change within the pilot and when the pilot ends.

Interviews are anticipated to take place as soon as possible following the closing date.

Reward and Benefits

To support the delivery of the University's People Strategy to attract, retain and reward the very best, we offer a fantastic range of rewards and benefits to our staff, including:

  • 27 days annual leave, plus 4 customary days and 8 bank holidays (pro-rata for part time) and the option to purchase additional leave;
  • Automatic enrolment into a pension scheme;
  • Corporate and local discounts;
  • Wellbeing resources and discounted health benefits;
  • Health discounts on sports and activities at Maiden Castle Health and Activity Centre;
  • Reward and Recognition Schemes;
  • Personal and career development;
  • And SO much more, with further information available here

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.

Information if you have a disability

The University welcomes applications from disabled people. We are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, adjustments will be made to support people within their role.

If you are unable to complete your application via our recruitment system, please get in touch with us on e.recruitment@durham.ac.uk.

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. Criteria Questions - please ensure you give detailed examples of how you meet the person specification and the Realising Your Potential Approach criteria.

Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.

Contact details

For further information regarding this post, please contact; Linda Crowe, Institute Manager (ias.manager@durham.ac.uk; 0191 33 44686) 

Contact information for technical difficulties when submitting your application

If you encounter technical difficulties when using the online application form, we prefer you send enquiries by email. Please send your name along with a brief description of the problem you’re experiencing to e.recruitment@durham.ac.uk

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.

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.

As a University we foster a collegiate community of extraordinary people aligned to the University’s values.  Equality, Diversity, and Inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive, and in doing so, recruit the world’s best candidates from all backgrounds and identities. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

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 GCSEs 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.
  • A strong team player with a committed and flexible approach. 
  • Evidence of ability to work collaboratively across organisational units (both internal and external).
  • Experience of organising and planning events.
  • Experience of organising and planning for the use of facilities.
  • Accuracy, numeracy and attention to detail. 
  • Ability to deal with confidential information and exercise the utmost discretion when dealing with sensitive information.

Desirable Criteria

  • Familiarity with the higher education sector.

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.

Providing excellent professional support

  1. Resolving problems efficiently in a cheerful, friendly manner.
  2. Ensuring knowledge of systems and processes are kept up to date to enable you to provide accurate information.
  3. Engaging positively with quality assessment processes.
  4. Support others to engage effectively with stakeholders

Working Together – working co-operatively with others in order to achieve objectives

  1. Monitoring and reviewing the effectiveness of working relationships.
  2. Having a good grasp of where your responsibility ends and that of others begins.
  3. Presenting own opinions and the interests of those you are representing at meetings in a convincing way.

Finding Solutions

  1. Taking time to understand and diagnose problems by considering the whole picture.
  2. Spotting an opportunity and taking action to do something about it.
  3. Identifying ways of resolving issues using own initiative
  4. Identifying risks and considering consequences of failure in advance.
  5. Making decisions and taking responsibility for them.

Achieving Results

  1. Taking 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. Be organised by keeping track of a number of projects running simultaneously.
  5. Distinguishing between important and urgent tasks and prioritising effectively, even from apparently equal demands.
  6. Work effectively in order to meet deadlines

Durham University

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 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.

DBS Requirement: Not Applicable.

Similar jobs

Similar jobs