Learning and Teaching Administrator
School of Education
Grade 4: - £20,600-£22,254 per annum
Fixed Term - Full Time
Contract Duration: 4th January 2025
Contracted Hours per Week: 35
Closing Date : 19-Aug-2022, 6:59:00 AM
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 School of Education has an exciting opportunity for an experienced administrator to join our Initial Teacher Education (ITE) Partnership team to support the delivery of our professional teacher training programmes. Working under the direction of the Partnership Coordinator and ITE Partnership Manager, the post holder will have a key role in supporting the admissions process for ITE student recruitment as well as providing administration for student placements in schools.
Responsibilities include organisation of over 100 applicant interview days across the year, processing of DBS applications, document checking, data entry, liaising with applicants regarding bursaries and responding to queries from current students and partnership schools. The post holder will form an important part of the relationship between the School of Education and its School Partners, and they will work with a broad range of colleagues across the School, the wider university and in our schools network, as well as students and applicants.
The successful candidate will be able to not only maintain but also to develop and implement processes and systems to support the work of the School. Experience of administration in the education sector will be an advantage and candidates must possess exceptional organisational abilities and outstanding communication and customer service skills.
About the School of Education
We are one of the very best UK Education departments, with an outstanding reputation for excellence in teaching, research and employability of our students. Our research was ranked second overall in the latest Research Excellence Framework while our Initial Teacher Education programmes were rated as Outstanding in our most recent Ofsted inspections.
Our highly valued Professional Support Staff have an vital role within our vibrant staff community and form a friendly team of individuals working across a diverse range of roles to support the School in its mission to deliver world leading education that plays an important role in enabling individuals, communities and societies to flourish.
- Provide a responsive and proactive support service for stakeholders; acting as the first point of contact for all scholarship related activities.
- 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 information accurately and provide reports as required to team members and more experienced staff.
- Operate an information request 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 staff and students, and programme activities.
- Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
- Compile, record, store and archive student data and information to ensure the accuracy and safety of information.
- Monitor and track data, including assessment submissions and student progress, initiating follow up procedures, and drafting routine correspondence where necessary.
- Liaise with members of academic staff, University staff, external examiners, professional organisations and agencies where necessary.
- Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking, such as PebblePad for maintenance of assessor records and producing statistical information on student progression for monitoring and planning purposes.
- Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats, including servicing Partnership meetings.
- Process and update key business documentation, e.g. handbooks, and particularly with regard to school placements, partnership agreements and compliance
- Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events, including supporting the organisation of placements and monitoring of students..
- Make venue, catering, travel and/or equipment arrangements for events, meetings and activities to support partnerships and interviewing activities.
- Accurately record financial transactions in liaison with relevant staff.
- Any other reasonable duties.
Specific role requirements
- Be prepared to work out of normal office hours on occasion and with notice e.g. to support events.
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 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 email@example.com.
What you are required to submit
- A CV;
- A covering letter which details your experience, strengths and potential in the requirements set out in the essential and desirable criteria;
- A Word document, with examples of how you satisfy the person specification. 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 regarding this post, please contact;
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
- Outstanding oral and written communication skills.
- Exceptional organisational and time management skills and the ability to prioritise own work under pressure.
- Proven IT skills, including use of Microsoft Office, particularly Excel or Access databases. .
- 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 provide advice and guidance to a range of customers and colleagues.
- Experience of working with minimal instruction, using initiative and exercising good judgement in order to determine the correct course of action.
- Experience of maintaining and improving systems and procedures to ensure operational efficiency.
- Ability to solve problems and resolve straightforward issues independently.
- Good accuracy, numeracy and attention to detail in all aspects of work.
- A high level of discretion and the ability to maintain confidentiality
- Experience of working in an administrative role in the Education Sector.
- Evidence of personal development to maintain skills.
- Post-16 qualification or equivalent experience.
- Experience with and understanding of large databases
- Experience of event management
- Experience of working in a multicultural environment.
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.
We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.
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.