Administrator

The Role

We are seeking an enthusiastic individual with excellent administrative skills and an interest in the work of the Institute of Medieval and Early Modern Studies (IMEMS) to become our part-time Administrator (0.5FTE).

This role has been designed as part of a restructure that will enable IMEMS to deliver its strategic objectives. The postholder will report to the Assistant Manager and work closely with the Senior Manager and academic project leads. They will be a key member of the IMEMS Professional Services Team and will support the smooth day-to-day running of a range of programmes of activities and events. The Institute’s remit is diverse and includes: a publishing initiative; programmes of nascent and more established research; interdisciplinary community building; skills training courses; an MA programme; and public outreach and engagement. The role itself will also be multifaceted and will involve, among other things, financial and events administration, communications tasks, and acting as a first point of contact for stakeholders including students, academic colleagues and members of the wider community.

We value equality and diversity and are committed to a healthy work-life balance for all. Wherever possible Institute activities are scheduled to be commuter and carer friendly. We strive to offer flexible working opportunities and we are happy to discuss how your needs might fit with the business requirements. The vast majority of Institute activity takes place during University term time, with some activities during the first three weeks of July. For this role, we are happy to consider flexibility in how the part-time working arrangement might be balanced, for example, around caring responsibilities. It is anticipated that a majority of the working day will be spent onsite supporting events, providing a reception service, etc. However, where it is known that onsite work is not required for a certain day or days homeworking is possible. On occasion work outside of hours might be requested, but this will not be the norm. Any out-of-hours work would be by mutual agreement and compensated with time off in lieu.

The Institute of Medieval and Early Modern Studies (IMEMS)

The Institute is based on Durham’s UNESCO World Heritage Site at 7 Owengate. We are one of the largest and most diverse concentrations of medieval and early modern studies worldwide. We aim to become recognised as the leading UK institute in this field. A versatile ensemble of academics, curators, students, practitioners, and volunteers, we cover research areas from Late Antiquity to the late eighteenth century, with a range from the Silk Road to the Anglo-Saxon and Viking worlds. We promote the global standing of Durham University, and its museums and collections, by initiating, co-ordinating and supporting networks, programmes and projects, and lectures and workshops for both specialists and the wider public. As the academic hub for Durham’s UNESCO World Heritage Site, we champion a framework for rigorous research, impact, and dissemination, in order to strengthen the global understanding and appreciation of one of Europe’s great Palatinates. The Institute’s specific vocation is to study tangible and intangible heritage – artefacts, built structures, collections, as well as the cultural practices, representations, knowledge, and skills associated therewith – and the relation between such expressions of heritage, over a long period, in both local and global contexts, and in a uniquely multidisciplinary framework across the Humanities and Social and Physical Sciences.

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.  

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria covered in the person specification below. Where there are desirable criteria please provide any relevant evidence.

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
•    A short covering letter (no more than half a page) explaining what attracts you to the role, what you could bring to it and what it could bring to you.
•    A grid or table listing each of the criteria and how you meet them, in each case providing evidence from previous experience and/or qualifications. 

Contact details 

If you would like to have a chat or ask any questions about the role, Elizabeth Alpass, Senior Manager at IMEMS would be happy to speak to you ([email protected]).

PERSON SPECIFICATION

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. 
  
Your application should include a grid or table which covers the following criteria: 

Essential Criteria 

1.    Two A Levels, or equivalent vocational qualifications, or equivalent professional experience; GCSEs to include English Language and Mathematics at Grade C (or equivalent). 
2.    Experience working in a busy environment and juggling a range of tasks, including organising events. 
3.    Experience of managing time to meet deadlines and working under pressure without compromising on quality.
4.    Excellent oral and written communication skills.
5.    Excellent digital skills including experience in using digital devices and apps including the internet, email, digital communication tools, Microsoft 365 applications, digital booking systems.
6.    Commitment to continuing professional development.
7.    Ability to solve problems and resolve straightforward issues yourself and as part of a team.
8.    Ability to provide advice and guidance to a wide range of stakeholders both in person and via email.
9.    Ability to work independently without the need for constant supervision and to be able to manage and prioritise a busy workload.

Desirable Criteria

10.    Experience of working with finance systems
11.    Experience of editing and maintaining websites and/or using social media.
12.    Experience of working in a higher education setting.
13.    Experience of administration in a research environment. 
 
Typical Role Requirements

Here are the kind of activities that you’ll be asked to undertake and ways in which you’ll be expected to operate.

Service Delivery

•    Show a commitment to equality, diversity and inclusion and the University’s values.
•    Act as first point of contact to resolve queries and requests for information and advice, escalating more specialist and complex queries or issues to more experienced team members.
•    Use your experience and problem-solving skills to resolve routine issues with things relevant to your role such as enquiries relating to events and activities and provide information and updates to help your team find solutions. 
•    Organise and assist with the organisation of a range of events including meetings, workshops, seminars, conferences and short courses, to include: organising travel and accommodation; coordinating catering, venue and equipment bookings; IT access; preparing associated materials; coordinating set-up; liaising with external speakers; and making restaurant bookings.
•    Collect, organise and record data and information accurately and provide reports as required.
•    When carrying out your role, use and apply relevant professional and regulatory standards, e.g. data protection, when managing data.
•    Use standard office-based devices and applications to deliver services.
•    Update guidance on standard operating procedures followed by the team.
•    Assist with financial administration by carrying out internal and external financial transactions, reconciling transactions, and maintaining accurate financial records of income and expenditure.

Teamwork

•    Promote positive wellbeing arrangements which benefit you and your team.
•    Resolve queries and respond to requests for information and advice and bring any complex issues to the attention of more experienced team members.
•    Help your team organise and provide administrative services that support key activities and contribute to team planning activities.
•    Help your team ensure that products and services are adapted in response to feedback and to meet changing demands.
Communication/Liaison
•    Seek feedback from stakeholders on their requirements from your service to ensure that their reasonable expectations are being met.
•    Record information [e.g. bookings for activities/events] and respond to queries which you receive.
•    Liaise with internal and external collaborators to ensure that services are being delivered in an efficient and collaborative way.
•    Liaise with external suppliers, contractors, specialists and service providers to plan the delivery of services and events.
•    Provide support for meetings, working groups and committees, such preparing and sending documents for meetings, drafting reports and taking minutes. 
•    Publicise Institute events and activities by assisting in the maintenance of the Institute website, social media, and other internal and external communication channels
•    Any other reasonable duties.

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 – please include or delete if not applicable. 
•    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 access to holiday camps for children aged 5-16 throughout the year. 
•    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 and inclusion.

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. 
 
Further Particulars

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 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.