Faculty Coordinator

The closing date for applications is 11 August 2022 at midnight.

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 Faculty of Arts & Humanities comprises seven departments and schools which play a critical role in consolidating the University’s international reputation, with almost every department ranked in the top five in the UK in The Times Good University Guide and 80% of its research assessed as internationally excellent or world-leading.  The Faculty Office team, led by the Executive Dean, supports and represents the A&H departments both within the University and beyond.

This Grade 5 Faculty Coordinator role is an excellent opportunity to work as part of a small team and to develop strong working relationships with a broad network of academic and PS staff across the Faculty and the University. The Faculty Office places a strong emphasis on professional development and team members are encouraged and supported to identify and take forward process improvements, specific projects and other initiatives.  In particular this role involves collaborating with key staff to ensure the successful implementation of IT and web processes across the Faculty, as well as supporting key HR and business processes on behalf of the Executive Dean and Faculty Manager.

The role is responsible for the high-level provision of a professional, efficient operational and administrative service to the Executive Dean and the Faculty’s Senior Leadership Team, as well as the Faculty Office and departments across the Faculty. This multi-faceted role requires a responsive, confident, resilient and organised practitioner who can make day-to-day decisions and use experience and initiative to resolve complex problems across a broad and varied operational remit.

On a day-to-day basis, this will include:   

• Providing operational support to the Executive Dean and Faculty Manager in coordinating complex schedules, projects and workstreams, including effective communication and liaison with members of the University’s Senior Leadership Team and other University staff.
• Supporting the Operations and Liaison Manager in areas such as space management, health and safety and the investigation and reporting of estates issues, delegating tasks to the Faculty Administrator, and representing the Faculty at internal operations meetings where appropriate.
• Working closely with the Faculty’s HR contacts and more senior members of the Faculty Office team to coordinate core HR processes, including but not limited to recruitment, induction, progression and reward.
• Designing and implementing effective IT solutions to streamline and improve operational processes, drawing on specialist skills from within the organisation where necessary. 
• As the Faculty Office’s digital champion, working closely with academic and professional services colleagues to promote and support the development of digital skills.
• Arranging and supporting online, hybrid and in-person Faculty events, including those relating to recruitment. 
• Supporting Faculty-level committees, including Faculty Board and Senior Leadership Team, preparing agendas and minutes and ensuring that actions are followed up in a timely manner.
• Coordinating the ongoing development and implementation of the Faculty Workload Model, liaising with the Faculty Manager, Heads of Department, Department Managers and other key Department staff in identifying, implementing and providing training on process improvements to ensure that the model continues effectively to reflect and support business need.

This role is an excellent career development opportunity, combining responsibility for the coordination of core operational processes with opportunities to network, innovate and influence across a variety of functions and units within the Faculty and the University.

This post will be line-managed by the Operations & Liaison Manager.

• Act as more knowledgeable team member without responsibility for team members.
• Plan and organise own workload.
• Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
• Respond to stakeholder needs to deliver and shape an excellent stakeholder experience, in particular in the implementation of IT and web-related processes.
• 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.
• Collaborate with team members to implement service alterations.
• Organise and schedule resources, activities and events.
• Identify priorities and monitor processes and activities to ensure success.
• Provide more in-depth independent research and analysis activities within the role.
• Analyse work activities to ensure the effective and efficient use of capital and consumable equipment and resources.
• Provide demonstrations and instruction to others 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.

• Deliver, and improve where appropriate, support services to ensure the effective and efficient running of business processes and systems.
• Monitor and evaluate service delivery to ensure compliance with regulatory and professional procedures and standards.
• Collaborate with colleagues across professional and administrative areas to ensure seamless service provision, particularly in the areas of HR and IT and web-development.
• Provide training to PS staff in the Faculty on data handling and recording.
• Monitor data accuracy checks to identify anomalies and ensure the integrity of data and information.
• 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 deliver cross-functional administrative, business and financial work streams.
• Work with internal and external partners to deliver cross-functional services and activities.
• Analyse data and statistics and provide reports for higher level decision makers.
• Accurately record information and data and disseminate within internal networks including committees.
• Contribute to the development and implementation of policy and procedures within own area of working.
• Prepare written reports for consideration by management where required.
• Any other reasonable duties.

Specific role requirements:

• Some evening work may be required during peak periods.  

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 will take place as soon as possible following the 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

In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification below. 

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.

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.

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

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 protected]

What you are required to submit  

1. A CV;

2. A covering letter which details your experience, strengths and potential in the requirements set out above;

3. Completion of the application questions 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. 

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 [email protected]

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

The essential criteria for this role are:

• Excellent oral and written communication skills including the ability to produce high-quality minutes and to communicate effectively with different audiences.

• Proven IT skills, applied to enhance individual and shared ways of working relevant to the role (competency with standard office software, including Microsoft Teams and SharePoint, is expected)

• Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).

• Evidence of personal development to maintain skills.

• Relevant administrative experience in a busy office environment, including evidence of attention to detail and effective information management skills.

• 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, including more senior academic 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. 

Durham University 

Durham University is one of the world's top universities with strengths across the Arts and Humanities, 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.

• 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.

• 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.