Academic Office Administrator

Job Title: Academic Office Administrator     
Department: Academic Registrar's Office     
Grade: Grade 4  
Salary range: £21,630 - £21,144 per annum    
Working arrangements:   35 hours per week Monday to Friday 9-5 hybrid working
Closing date:  14th September 2022   
 
The University

At Durham University we are proud of our people.  A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. 
Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.  Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer. 
We would be thrilled if you would consider joining our thriving University.  Further information about the University can be found here  

The Role and the Department

The Academic Office provides a professional administrative support service to staff, students and potential students of Durham University.

The Academic Registrar is the head of the department and is responsible to the Pro-Vice Chancellor (Education) for its management.  The following services fall under the remit of the Academic Office:

•           Academic Registrar’s Office

•           Curriculum, Learning and Assessment

•           Student Immigration and Funding

•           Student Registry

The Academic Registrar has direct responsibility for leading and managing the Academic Office.  Working in partnership with Faculties, Academic Departments and other Professional Services, the Academic Registrar works to ensure innovative and effective service delivery across the University.

The Academic Office Administrator reports to the Academic Office Manager and provides a high quality administrative service to the Academic Registrar and the Administrative Manager.  

The main responsibilities of the role include:

• proactively managing and planning the Academic Registrar’s diary, ensuring that meetings are set up either via Teams, in-person or via a hybrid model
• organising meetings and events on behalf of the Academic Registrar
• providing project support, organising and attending meetings, taking notes and chasing actions
• liaising with higher education sector bodies such as HESA and OfS, other higher education institutions and higher education networks on behalf of the Academic Registrar
• providing administrative support to the Academic Office Administrative Manager
• carrying out departmental administrative tasks such as: procurement of goods and services; ensuring invoices are paid on time
• maintaining records of information such as annual leave, training and conference data, subscriptions and memberships
• updating and maintaining electronic filing systems; and responding to standard enquiries from both internal and external stakeholders

The Academic Office operate a hybrid working model with the opportunity to split working at home and in the office, which is in the Palatine Centre, South Road, Durham.

Working at Durham  

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits: 

•    27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year.  The University closes between Christmas and New Year. 
•    No matter how you travel to work, we have you covered.  We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
•    Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
•    On site nursery is available and children’s clubs in the summer holidays.
•    Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
•    There is a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities. 
•    The opportunity to take part in staff volunteering activities to make a difference in the local community
•    Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions. 
•    We offer generous pension schemes. 

Durham University is committed to equality diversity, inclusion and values

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.  
As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  We also live by our values and our Staff Code of Conduct.  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. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

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.  If you have taken time out of your career, and you feel it relevant, let us know about it in your application.  If you are a candidate with a disability, 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, reasonable adjustments will be made to support people within their role. 
 

What you need to demonstrate when you apply/Person Specification

When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role.  Further information about the role and responsibilities is at the end of this job description.  Where a criteria has an asterix* next to it, it may be given additional weighting when your application is considered.  

Your application should cover the following criteria:

Essential Criteria  
   

Desirable Criteria

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above.  Where there are desirable criteria we would also urge you to provide any relevant evidence.  Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.  

Submitting your application 

We prefer to receive applications online.  We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails 
 
What you are required to submit:
•    A CV 
•    Please complete the questionnaire section of this application and provide detailed examples of how you meet all of the critieria within the Person Specification  

Contact details 
If you would like to have a chat or ask any questions about the role, Melanie King would be happy to speak to you. [email protected]

Service Delivery

•    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. 
•    Solve day-to-day routine problems and source background information within the role. 
•    Operate a booking and enquiry service and process requests finding solutions or escalating queries where necessary. 
•    Apply professional and regulatory procedures and processes and use of systems. 
•    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. 
•    Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking. 
•    Process and update key business documentation. 
•    Make venue, catering, travel and/or equipment arrangements for events, meetings and activities. 
•    A commitment to equality, diversity and inclusion and the University’s values.

Teamwork

•    Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service. 
•    Record data and information accurately and provide reports as required to team members and more experienced staff. 
•    Assist team members to organise, plan and prepare for events, meetings and activities. 
•    Work with team members to ensure the smooth running of administrative processes to support people and business activities. 

Communication/Networking

•    Provide a responsive and proactive support service for stakeholders.  
•    Flexible in approach to accommodate the needs of team members and/or service users. 
•    Liaise with internal and external suppliers, contractors and professional specialists to pass on information. 
•    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.
•    Liaise with representatives from other service areas, professional organisations and agencies where necessary. 
•    Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats. 
•    Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events. 

•    Any other reasonable duties. 
 
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.durham.ac.uk/about-us/governance/information-governance/privacy-notices/privacy-notices/job-applicants/ which provides information on the collation, storing and use of data. 

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.