Administration Senior Assistant

Updated: 3 months ago
Location: Durham, ENGLAND

Administration Senior Assistant (
Job Number:
 23001926)
Careers & Enterprise
Grade 3: - £21,543 - £22,681 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date
: 28-Nov-2023, 6:59:00 PM
Disclosure and Barring Service Requirement: Not Applicable. 

The University   
   
At Durham University, we are proud of our people, because they are at the heart of our globally outstanding institution, which is a key part of our local community.  We inspire our people to do extraordinary things and we invite you to join our fantastic team.   
  
Across the University, we have a huge variety of roles and responsibilities, which together make us one large and successful community. 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.   
  
At the University we promote and actively champion equality, diversity and inclusion.  It is crucial that everyone can be themselves and can flourish in an environment where everyone respects each other and is treated fairly. We want our people and wider community to feel happy, secure and proud to be a part of Durham. We are looking for the same values in you.    
  
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.  For more information on our EDI strategy and values, click here

   
The Role and Department    

This role is available as a Grade 3 Administration Senior Assistant for candidates who meet the required criteria and as a Grade 2 Administration Assistant development/apprenticeship role if you do not have all the skills and experience required for the Grade 3 role.

The Careers & Enterprise (C&E) Centre is a dynamic and developing team, operating across the University through subject departments, colleges, societies and industry facing initiatives to support the development and progression needs of students.  It aims to help them meet the challenges and opportunities of the constantly developing employment market and become the leaders and innovators of the near future. 

An Administration Senior Assistant is required to provide an in-person and online frontline/reception service to students, graduates and other service stakeholders.  They will undertake triage duties and administrative support to the Careers & Enterprise team.

As a member of the Information Team, they will work closely with the Careers Information Facilitators, and the Information Services Manager.

Due to the frontline responsibilities of this role, the post holder will be campus based.  There will be some opportunity to work from home during University vacations, if alternative reception cover is available.
  
Further information about the role and the responsibilities is at the bottom of this job description.  

DEVELOPMENT ROLE

This role may be considered as a development role at a Grade 2.  The successful candidate will have the ability and potential to develop the organisation development attributes and skills at Grade 3 by undertaking a Level 3 Business Administrator apprenticeship.  A development plan will be created in conjunction with the successful candidate, focusing on the requirements of the Grade 3 role, and taking into account their individual needs.  This plan will be regularly reviewed and form the basis of the assessment to move to the Grade 3 role, the length of the development period is likely to be around 18 months.

While undertaking the development role the post-holder will undertake the role requirements of a Grade 2 Administration Assistant, the job description for which is available here . Upon successful completion of the apprenticeship and development plan, the post-holder would move to the Grade 3 Administration Senior Assistant role.

If the post-holder is unable to meet the full requirements of the Grade 3 post at the end of the development process, subject to performance, they may be retained in the Grade 2 post.


Further information about the role and the responsibilities is at the bottom of this job description.  
   
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 additional to 8 public holidays and 4 customary days per year), a total of 39 days, including time off 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.  
•    Discounts 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.   
•    On site nursery is available and access to holiday camps for children aged 5-16 throughout the year. 
•    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.   
•    The opportunity to take part in staff volunteering activities.  
•    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)   
•    If you are keen on advancing in your role or career, we have a genuine passion for developing our colleagues  from qualifications, to IT skills, courses and apprenticeships.  
•    Generous pension schemes.   
    


What you need to demonstrate when you apply

To be considered for this role, here are the skills/experience we’re looking for:

Qualifications/Experience

1.     Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience.

2.     Relevant recent experience in a frontline customer service role and demonstrable customer service skills  or having relevant qualifications for the role.

3.     General administrative experience in a busy office environment

4.     Experience of managing time to meet deadlines.

5.     Experience of providing advice and guidance to a range of customers and colleagues.

 

Skills/Abilities/Knowledge

6.     Good spoken and written communication skills.

7.     Good digital skills including experience in using digital devices and apps including the internet, email, digital communication tools, and Microsoft 365 applications.

8.     Committed to training/continuing professional development.

9.     Ability to solve problems as part of a team and resolve straightforward issues.

10.  Ability to provide advice and guidance to a range of colleagues and customers.

11.  Proven reliability and punctuality.


Desirable Criteria

1.   Experience of marketing and social media usage in the workplace.

2.  Evidence of personal development to maintain skills.


How to Apply    
   
We prefer to receive applications online.  When you apply you need to submit a CV and/or a statement that tells us your experience and gives examples of how you meet the criteria above and/or submit the application form and include the information within the form.  
  
We will update you about 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 make sure you have not missed any of our updates.   
  
Who to contact for more information  
   
If you would like to have a chat or ask any questions about the role or if you are struggling to complete the application process, Stephanie Barton would be happy to speak to you. ([email protected]
 

Typical Role Requirements   

Service Delivery

·       Provide an excellent and timely service to our students, graduates, employers and all visitors to the Careers & Enterprise Centre.

·       Respond to online and in-person queries from students, graduates and other stakeholders.  Answering queries if appropriate or referring on to relevant Careers & Enterprise colleagues.

·       Follow established procedures when carrying out your role or refer to more senior colleagues when necessary.

·       Collect, organise and record data and information accurately for use by others.

·       When carrying out your role, apply relevant industry and regulatory standards (for example, AGCAS Membership Quality Standard).

·       Carry out some tasks that may require specialist skills such as making basic changes to the Careers & Enterprise website and Sharepoint pages.

·       Operate everyday office equipment such as PC, laptop, photocopier,

·       Look after yourself and others by following health and safety regulations, being aware of any hazards and risks and reporting any incidents.

·       Follow established security protocols when dealing with other staff that are new to an area of work.

Teamwork/Liaison

·       Work closely with Information Team colleagues on operational matters to help achieve shared objectives and deliver frontline services.

·       Help to move, set-up and maintain resources, displays and publications.

·       Help your colleagues when required with other key activities undertaken within your service for example inputting vacancies on to our content management system.

·       Liaise with staff across the service, particularly the Careers Adviser team, to ensure that services are being delivered in an efficient and collaborative way.

·       Help team members review and update risk assessments.

 

Communication/Personal

·       Show a commitment to equality, diversity and inclusion and the University’s values.

·       Follow established procedures to respond to queries and bring any complex issues to the attention of more experience team members.

·       Learn the skills needed to deliver services in an office environment.

·       Develop knowledge of the wide range of services offered by Careers & Enterprise, and wider University support services such as Disability Support Service, Palatine Reception, and Counselling and Mental Health.

·       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 Privacy Notices - Durham University  which provides information on the collation, storing and use of data.    
   



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