Assistant Manager, Institute for Medical Humanities

Durham, United Kingdom
£27,116 - £28,756 per annum (pro-rata)
05 Aug 2022
End of advertisement period
15 Aug 2022
Contract Type
Fixed Term
Part Time

Department of English Studies

Grade 6: - £27,116 - £28,756 per annum (pro-rata)
Fixed Term - Part Time Job Share
Contract Duration: Fixed term to 31-Mar-2024
Contracted Hours per Week: 17.5
Closing Date: 15-Aug-2022, 6:59:00 AM

The post is offered as a job share (0.5FTE/17.5hours per week) with the exact working pattern to be agreed upon.

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

The Institute and role purpose

The Institute for Medical Humanities (IMH) is focused on improving health by understanding hidden experiences. 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 Assistant Manager will be responsible for overseeing the day-to-day functioning of the Institute, with a focus on operations and administration.

The role will include 

  • The day-to-day running of the Institute building, including implementing policies and procedures, monitoring and reporting, space and resource management, and building inductions for new staff and visitors.
  • Acting as the first point of contact for all internal and external enquiries.
  • Developing Institute communications including the monthly newsletter, developing news items and updating the website.
  • Participating in operational and project meetings, and preparing papers, and minuting management, advisory board, and other senior-level meetings.
  • Maintaining records of research activities and outputs, contributing to reports to university, funders, and other stakeholders.

The Assistant Manager will line manage the IMH Administrative Assistant and will be supervised by the Senior Manager (Research & Engagement) and will also work closely with the Institute Directors, Academic Management Group and researchers. The successful candidate will have excellent organisational, numeracy, communication, and IT skills and a flexible approach.

The role will be based in the Institute for Medical Humanities in Durham City. There is flexibility for hybrid working, but regular presence on site is necessary to monitor building operations and attend meetings.

Core responsibilities:

  • Supervisory responsibilities for the Institute for Medical Humanities building, services, resources, and Administrative Assistant.
  • Provide induction and ongoing development support and training to team members.
  • Contribute to the ADR process for Administrative Assistant, assisting with the identification of development needs where appropriate. 
  • Plan and organise own workload, and allocate and monitor work activities for the Administrative Assistant and, when required, casual staff.
  • Act as the first point of contact for routine HR issues, such as contract changes and casual appointments, referring more complex issues to the Senior Manager or HR.
  • Responsible for organising and overseeing all day-to-day operations and administration of the Institute for Medical Humanities.  
  • Reactive and proactive service provision with others to deliver an excellent stakeholder experience.
  • Relationship building, network participation internally and externally to build and update knowledge and skills, develop and share best practices and coordinate shared activities, including liaising with other University support services and networking with peers at other Durham University Research Institutes and Wellcome HSS Centres,.
  • Use a range of digital media and tools to communicate with a diverse range of key stakeholders, both verbally and in written format who may need to access information across different geographic and time zones, including compiling our regular external newsletter, news items and updating the website.
  • Plan and organise internal and external meetings and events, such as seminars and conferences, and make travel arrangements as required. 
  • Implement and monitor protocols, procedures, processes, and regulations.  Monitor and report incidents.
  • Implement and monitor recognised procedures to ensure compliance and meet University values of inclusion, diversity, and participation.
  • Contribute to business meetings, working groups, and committees to help shape service delivery and stakeholder expectations.
  • Responsible for keeping financial and budget records and reconciling consumable expenditure queries.
  • Involved in the purchase and return of goods and services.

Role responsibilities:

  • Manage and organise professional business and administrative service processes, staff, and/or resources to achieve defined targets and outcomes.
  • Develop, implement and enforce recognised procedures to ensure compliance, coordinate effort, and contribute to team goals.
  • Provide professional guidance and advice to staff and students with the operational running of budgets, processes, data and information recording, and assessment data. 
  • Ensure team activities, budgets and documents comply with internal University and external regulation, policy, and procedures.
  • Ensure accuracy by instituting recognised and routine checks, assessment criteria, and techniques.
  • Record data and information accurately, provide reports, and distribute information to key stakeholders in the process or service.
  • Establish, maintain and develop productive and ongoing relationships with stakeholders to influence the perception of the University.
  • Any other reasonable duties.

Specific role requirements

The role will be based in the Institute for Medical Humanities in Durham City. There is flexibility for hybrid-working, but regular presence on site is necessary to monitor building operations. The post is offered as a job share (0.5FTE/17.5hours per week) with the exact working pattern to be agreed, but likely to be three days per week.

There will be opportunities for occasional travel within the UK for networking and events, but this will not be compulsory.

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.

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 an 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 the 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 in the essential and desirable criteria;
  3. 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.

Contact details

For further information regarding this post, please contact Institute Manager Evelyn Tehrani evelyn.tehrani@durham.ac.uk 

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 of 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 and the ability to develop effective working relationships, both internally and externally.
  • Proven IT skills, including the use of Microsoft Office.
  • Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
  • Post-16 qualification or equivalent experience.
  • Evidence of personal development to maintain skills.
  • Experience of providing advice and guidance to a range of customers and colleagues.
  • Experienced service provider with knowledge and expertise used to contribute to the delivery and development of services, events, and activities within the organisation. 
  • Experience of implementing policy and procedures and involvement with future changes for a service area.
  • Experience of independently taking day-to-day decisions on appropriate courses of action to resolve complex problems.
  • Ability to collate, analyse and present data and information clearly and concisely.
  • Experience of producing external communications e.g. newsletters, news items or website updates

Desirable Criteria

  • A degree or equivalent qualification/experience.
  • Good knowledge of the research environment in Higher Education.
  • Ability to effectively network and exchange advice and information for development purposes.  
  • Experience of supervising/managing a team and/or a line management qualification.
  • Experience of organising academic events

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 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, 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.

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