Department of English Studies
Grade 4: - £20,600 to £22,254 per annum (pro rata)
Fixed Term - Part Time
Contract Duration: until 31st March 2024
Contracted Hours per Week: 17.5
Closing Date: 09-Jul-2022, 6:59:00 AM
The closing date for applications is 8 July 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.
he Department and role purpose
The Institute for Medical Humanities (IMH) is focused on improving health by understanding hidden experience. We are predominantly funded by the Wellcome Trust and host a number of interdisciplinary researchers and research projects. We are currently based in the Caedmon Building on the Hild Bede site in Durham City.
The Administrative Assistant will provide support for the IMH Director, Operations team and project research teams including:
- support the organisation of events, meetings and workshops;
- purchasing and finance processing;
- booking travel, accommodation, catering and ad hoc requirements;
- accurately recording all expenditure to support budget management;
- collating evidence for reporting;
- updating communications and meeting papers;
- setting up rooms and AV for meetings/events;
- making tea/coffee for meetings, and
- other general office duties.
The Administrative Assistant will be supervised by IMH Assistant Manager and will also work closely with the IMH Senior Manager, IMH Creative Facilitator and the project researchers and admin teams.
The successful candidate will thrive as part of team, have excellent numeracy, communication and IT skills and a flexible approach.
They will be based in the Institute for Medical Humanities in Durham City. The post is fixed term until 31 March 2024 and is part-time, 17.5 hours/week (0.5 FTE) and therefore the salary is pro-rata to the salary shown; the exact working pattern is to be agreed.
For an informal conversation about this opportunity contact IMH Assistant Manager, Jane Abel on email@example.com
The main aspects of the role are to provide and oversee a professional and effective front of house service which reflects positively the work of the service and facilitates ease of access for all service users and to contribute to all administrative support functions across a complex, busy and multi-faceted support service. The Administrator will contribute to the processing of financial information to and from the IMH Director and IMH staff and contribute to the development of systems and process to further benefit service developments.
- Helping to ensure the smooth day-to-day running of the Institute.
- Provide a responsive and proactive support service for stakeholders.
- 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 undertaking bookings for activities and/or events.
- Undertake purchasing and finance processing
- 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, including responsibility for keeping accurate financial records.
- 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.
- Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
- 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 and equipment to carry out data recording, event planning, communications and networking.
- Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats.
- Support the development of and updating of external communications including the monthly newsletter and website.
- 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, travel and/or equipment arrangements for events, meetings and activities.
- Any other reasonable duties.
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 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 firstname.lastname@example.org
What you are required to submit
- A CV;
- Completion of the application questions
Please ensure you give detailed examples of how you meet these criteria if requested.
Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.
For further information please contact: IMH Assistant Manager Jane Abel on email@example.com
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 firstname.lastname@example.org
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
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.
- 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
- Experience of administrative work within a higher education environment
- Experience of organising events and/or travel
- Experience using Excel to monitor financial transactions or other data
- Experience of website editing, marketing or communications
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 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.
DBS Requirement: Not Applicable.