DURHAM UNIVERSITY

Senior Event Durham Assistant

Location
Durham, United Kingdom
Salary
£18, 852 - £20,092 per annum
Posted
17 Jun 2022
End of advertisement period
01 Jul 2022
Ref
22000538
Contract Type
Permanent
Hours
Full Time

Accommodation & Commercial Services

Grade 3: - £18, 852 - £20,092 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 01-Jul-2022, 6:59:00 AM

Job Family: Community, Participation and Engagement Services

Job Reference Number:

Department: Estates and Facilities, Accommodation and Commercial Services
Responsible to: Event Durham Manager
Grade: Grade 3
Salary range: £18,852 - £20,092
Contract type: Permanent
Working arrangements: Full-time (35 hours) Five days from seven, primarily Monday to Friday
Closing date: Thursday 30th June at midnight
Interview date: (if known) Tuesday 19th July

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.

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 2021/22, which may include the opportunity to work both on and off campus and 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.

The Department and role purpose

The Estates and Facilities Directorate provides a number of essential services to Durham University and is responsible for managing, maintaining and developing the infrastructure and building fabric of the various campuses, including:

  • maintaining and regularly reviewing a maintenance programme which takes account of short, medium and long term needs of all buildings and University grounds.
  • implementing the works identified and funded within the various maintenance programmes and operating a system for dealing with day-to day requirements, including the provision of an out-of-hours emergency service.
  • providing a professional, technical service to the University for the design, construction and procurement of new buildings and adaptation works to existing buildings.
  • identifying and recording the use of space and advising on ways of increasing space utilisation.
  • procuring and managing utilities and services.
  • providing postal, delivery and security arrangements and advice to the University.
  • delivering a wide-range of customer-facing services, including Contract Management; Continuous Improvement; Housekeeping and Cleaning, Business Resilience, Event Management; Reception Helpdesk; Business Support; Health and Safety; and Management Information.

Event Durham is the University’s Conference and Tourism team, responsible for delivering a wide range of services, including but not limited to residential conferences, conference and meetings, weddings, B&B accommodation, etc.

The Senior Event Durham Assistant will primarily be responsible for assisting the Event Durham team in providing the University’s Event Management Service, administering delegate registrations on a day to-day basis leading up to each event. The post-holder will also be responsible for providing support to all areas of the Event Durham team, and the wider sections of Accommodation & Commercial Services due to business demands.

Core responsibilities:

  • Provide a highly responsive and/or frontline service to stakeholders.
  • Assist team members within a wider service team with a rotation of tasks and duties or with own small area of day-to-day responsibility.
  • Respond to service users logging and recording queries and information systematically in accordance with procedures, as well as taking payments for events.
  • Operate a system to record, dispense and distribute resources and information as required.
  • Assist team members to concentrate effort on a more regular basis to achieve common goals.
  • Apply skills and techniques to operate and use a range of everyday and task or job specific equipment, tools and resources.
  • Follow a set of pre-determined tasks and objectives, with some discretion for variation, referring to team members where necessary.
  • Gather and collate data and information for others to use for evaluation and decision making.
  • Contribute to the tidying, set-up and maintenance of facilities, equipment and resources.
  • Liaise with representatives from other teams/service areas where necessary.
  • Collaborate with team members to identify workflows, timescales and where support is required.

Role responsibilities:

  • Operate a range of standard office equipment to process, record and store data and information for a large part of the role according to procedures.
  • Collate data and information into standard report formats/packs for team members, committees and/or service users.
  • Update and maintain information lists for different purposes within the role.
  • Carry out straightforward tasks and assist team members to collate and prepare resources for distribution.
  • Archive information and documentation in accordance with security and statutory requirements.
  • Carry out first-level process checks and actions to ensure payments, resources and information is handled safely and securely.
  • Provide advice to help signpost appropriate services for service users.
  • Assist team members to carry out stock and inventory checks.
  • Respond to first-line queries from suppliers, stakeholders and contacts where necessary.
  • Any other reasonable duties.

Specific Role requirements

  • May be required to work evenings and weekends, as business demands.
  • Attend all training and development, as required.
  • Will be required to wear a uniform.

Recruiting to this post

In order to be considered for the role, candidates must be able to evidence, in the CV, covering letter, application questions, or interview, each of the essential criteria required for the role in the person specification (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, to include how you achieve the Realising Your Potential Approach criteria.
  3. The question matrix as part of the application process.

Please ensure that you submit the documentation listed above or your application will not be considered.

Contact details

For further information please contact Judith Williams, judith.williams@durham.ac.uk, or Sarah Harrington sarah.harrington@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

  1. Good oral and written communication skills.      
  2. Good IT skills, including use of Microsoft Office.
  3. Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
  4. General administrative experience in an office environment.
  5. Experience of working as part of a team in a customer focussed service to ensure the delivery of high-quality services.
  6. Experience of managing time in order to meet deadlines. 
  7. Ability to solve problems as part of a team and resolve straightforward issues. 
  8. Previous and demonstrable experience of customer care.
  9. Ability to work quickly and accurately, while demonstrating excellent attention to detail.

Desirable Criteria

  1. Evidence of personal development to maintain skills.
  2. Experience of providing advice and guidance to a range of customers and colleagues.
  3. Experience of financial processing.

Realising Your Potential Approach

Providing Excellent Student Services and Professional Support: providing the best quality service to all our students, customers and stakeholders. Building genuine and long-term relationships, through every day interactions, in order to drive up service standards and to enhance their experience.

  1. Resolving problems efficiently in a cheerful, friendly manner.
  2. Being clear about where you can be flexible, where you cannot, and why.

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.

Working Together: working co-operatively with others in order to achieve objectives. Applying a wide range of interpersonal skills.

  1. Presenting own opinions, and the interests of those you are representing, at meetings in a convincing way.

Achieving Results: planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.

  1. Maintaining a high standard of work, even when under pressure.
  2. Being organised by keeping track of a number of projects running simultaneously,
  3. Distinguishing between important and urgent tasks and prioritising effectively, even from apparently equal demands.

DBS Requirement: Not Applicable.

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