Social Sciences Faculty Office

Grade 5: - £22,847 - £26,341 Per Annum (Pro Rata)
Fixed Term - Full Time
Contract Duration: 5 September 2022 until 20 October 2023
Contracted Hours per Week: 35
Closing Date: 11-Aug-2022, 6:59:00 AM

The Faculty Office and Role Purpose

The Faculty of Social Sciences & Health is looking to recruit a Learning and Teaching Coordinator to join the administrative team that supports a range of faculty activities (including education, research and people management), working closely with the Executive Dean, Deputy Executive Deans, the Faculty Manager and Faculty Administration Manager

The Faculty Office supports the Faculty Leadership Team in:

• Development and delivery of agreed strategic and operational projects, activities and processes
• Supporting Departments to deliver the agreed outcomes from the annual planning round ·
• Coordination of activities across Departments in collaboration with relevant professional services teams
• Providing processes to support the delivery of high-quality staff and student experience

Reporting to the Faculty Administration Manager, the Faculty Learning and Teaching Coordinator will provide pro-active, high-quality support to the Director and Deputy Director of Combined Honours in Social Sciences. The role will provide day-to-day coordination of the Faculty's Combined Honours programme, acting as the key point of contact for all student and staff enquiries. The role will also support key Faculty Education processes.

The Faculty Learning and Teaching Coordinator will be expected to:

• Under the direction of the Faculty Administration Manager and Director of Combined Honours in Social Sciences, take responsibility for the day-to-day coordination of the Faculty's Combined Honours programme, acting as a key point of contact for student and staff enquiries relating to e.g. induction, registration, progression, module and programme changes.
• Provide administrative support to the Director and Deputy Director of the Combined Honours programme.  
• Maintain a flow of information through close liaison with other academic departments, colleges and services across the University.
• Provide support in ensuring that student progress is managed e.g. registration advice and guidance, absence management, concessions, signposting students to relevant information or support services within the University.
• Provide administrative support for the department and Faculty based modules.
• Maintain and develop the programme handbook, regulations, Student Information SharePoint site and the external-facing website.  
• Act as secretary to the Student-Staff Consultative Committee and Management Committee, drafting agendas, writing minutes and following up actions of the committee as appropriate.  
• Provide administrative support for the Combined Honours Examination Boards, including inputting and checking student marks, Board decisions and progression and award outcomes, preparing agendas and minutes, and ensuring that actions are recorded and followed up.
• Co-ordinate the administration of student-facing events, activities and resources including induction and graduation events.
• Support the Faculty Office as required with key Faculty Education processes, including concessions, return to study requests, Academic Progress Notices and academic appeals, liaising with and, where appropriate, providing advice to, professional services colleagues in Colleges and Departments
• The Learning and Teaching Coordinator is responsible for the provision of a professional, efficient administrative service, taking responsibility for operational aspects of programme delivery. S/he will ensure deadlines are met and service delivery standards are maintained, working in accordance with University and Departmental policies and procedures.
• The Learning and Teaching Coordinator will work independently, taking day-to-day decisions and using his/her experience and initiative to decide on appropriate courses of action and resolve complex problems.

S/he will possess excellent organisational and time management skills, display a high degree of initiative and flexibility, and demonstrate a commitment to customer service excellence and collaborative working.

Core responsibilities:

• Act as more knowledgeable team member without responsibility for team members.
• Plan and organise own workload, taking responsibility for operational aspects of programme delivery, ensuring deadlines are met and service delivery standards are maintained.
• Resolve queries and requests for information and advice, and act as a key contact in relation to student or programme issues, signposting to other staff or departments where appropriate and escalating 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, developing expertise in relation to teaching, learning and assessment policies and processes.
• Collaborate with team members to implement new policies and procedures.
• Organise and schedule resources, activities and events, e.g. student registration, student induction.
• Identify priorities and monitor processes and activities to ensure success, e.g. overseeing marking schedules, monitor progress against deadlines, ensure accurate recording of marks, and ensure feedback is given in a timely manner.
• Provide more in-depth independent research and analysis activities within the role.
• Analyse work activities to ensure the effective and efficient use of resources.
• Provide demonstrations and instruction to others within and 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:

• Plan and coordinate a range of activities related to learning and teaching.
• Deliver support services to ensure the effective and efficient running of business processes and systems, ensuring students receive appropriate academic support and guidance.
• Monitor and evaluate service delivery to ensure compliance with regulatory and professional procedures and standards, including UK Border Agency requirements.
• Collaborate with colleagues across academic, professional and administrative areas to ensure seamless service provision.
• Use initiative to identify student engagement and progression issues, escalating to decision makers where appropriate.
• Develop and enhance operational and administrative policies, systems and procedures, fostering a continuous improvement philosophy.
• Provide training to team members on data handling and recording.
• Monitor data accuracy checks to identify anomalies and ensure the integrity of data and information.
• Coordinate and monitor the implementation of Faculty and University policies and initiatives relating to Learning and Teaching.
• Update data and information on systems and media for recording, storing, communicating and informing service users and team members.
• Work with internal and external partners to maintain effective relationships, and to plan and deliver complex collaborative programme activities.
• Produce reports and statistical information for higher level decision makers within agreed timeframes, interpret programme data and statistics, ensuring that appropriate levels of confidentiality are maintained at all times.
• Accurately record information and data, including minutes of meetings, and disseminate within internal networks including Board of Examiners meetings and Student Staff Consultative and Programme Management 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, and contribute to the preparation of documentation associated with internal and external accreditation, quality management and enhancement activities.
• Any other reasonable duties.

Specific role requirements:

• Work outside normal office hours during peak periods
• Work flexibly to support Faculty and University business needs.

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 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.

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 via e.recruitment@durham.ac.ulk

What you are required to submit

A CV;

Completion of the application questions in the form of a grid. Please ensure you give detailed examples of how you meet these 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 Mrs Jo O’Neill-Jones, Faculty Administration Manager, Faculty of Social Sciences & Health, jo.o’neill@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 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 and the ability to develop effective working relationships, both internally and externally.
• 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).
• Relevant administrative experience in a busy office environment.
• Demonstrable ability to proactively work with team members to ensure the delivery of high-quality services.
• 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.
• Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
• Ability to solve problems as part of a team and resolve issues, plan solutions and make pragmatic decisions.
• Ability to effectively network and exchange advice and information for development purposes.
• Accuracy, numeracy and attention to detail.
• A high level of discretion and the ability to maintain confidentiality.

Desirable Criteria

• Evidence of personal development to maintain skills.
• Post-16 qualification or equivalent experience.
• Experience of working in a team.
• Experience of working in Higher Education.
• Experience of working in a multicultural environment.

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.