Faculty Operations Administrator

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

Dynamic and vibrant, Durham University Business School is one of Durham University’s four Faculties and is comprised of four research-intensive departments: Accounting, Economics, Finance, and Management and Marketing. Known for its global reputation, its impact on policy and practice and its strong focus on ethics, responsibility and sustainability, the School aims to be a leading European business school with a strong global presence by 2027.

The School currently has 195 academic and teaching staff, with plans and resource commitments to grow to 230 by 2027. The School has a high-quality portfolio of programmes at undergraduate, masters and doctoral level, across all subject areas. The school’s student population is around 4000 plus, across undergraduate, postgraduate and research programmes, attracting a talented and diverse student intake (with over 130 nationalities).

Our vision is to lead business thought and practice to enhance prosperity and well-being. Our associated mission is to create, share and use knowledge to deliver equitable and sustainable futures around the world. We pursue this mission by advancing world changing knowledge and securing global impact through increasingly collaborative research across disciplines and around the world. Further information on the School can be found at http://www.dur.ac.uk/business

We are looking to appoint a Faculty Operations Administrator to support the Faculty Office and Operations Teams during an anticipated busy period. This period will see the Business School take occupancy of the new Waterside Building and the role holder will be involved in the operational aspects of this move.

Working within the Faculty Office Team, under the line management of the Faculty Administration Manager and in close liaison with the Faculty Operations Manager, the role holder will be expected to undertake administrative tasks and support faculty operational activities. This will involve providing proactive administrative support to members of the Faculty Executive Team

The Faculty Office Team work closely with the Faculty Executive Team and all Business School Departments to support in the delivery of the School’s vision, mission and strategy.

The role holder will support the smooth running of the activities within premises of the Business School, contributing to the appropriate delivery of various services, maintaining open and collaborative relationships with colleagues.

This is a wide ranging and versatile opportunity to work with staff leading the academic and operational administration of the Business School.

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 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. 
 

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 GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience.
2.    Experience of working in a busy office environment delivering front line administrative services or having relevant qualifications for the role.
3.    Experience of managing time to meet deadlines and working under pressure without compromising on quality.

4.    Experience of working in a team.

Skills/Abilities/Knowledge
5.    Good spoken and written communication skills.
6.    Good digital skills including experience in using digital devices and apps including Microsoft Teams, SharePoint, emails and Microsoft 365 applications
7.    Committed to continuing professional development.
8.    Ability to solve problems and resolve straightforward issues yourself and as part of a team.
9.    Ability to provide advice and guidance to a range of colleagues and customers.

10.   Accuracy, numeracy and attention to detail

11. A high level of discretion and the ability to maintain confidentiality

Desirable Criteria

12.  Experience of working in Higher Education

13.  Experience of supporting building operations and facilities

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 
•    A covering letter which shows examples of how you meet all of the criteria within the Person Specification  

Hiring Manager – we have defaulted to a CV and an optional covering letter/statement and CV.  Feel free to amend or add further requests but please don't overburden candidates

Contact details 
If you would like to have a chat or ask any questions about the role, Kate Edmunds, Faculty Administration Manager would be happy to speak to you. Kate can be contacted via email on [email protected]

Typical Role Requirements

Hiring Manager - If you would prefer you can move this to further up the document, but we find candidates are keen to have an overview of the role, the benefits and what is required for them to apply.  We have therefore moved it to the bottom. It is important that you spend some time contextualising the responsibilities, but please highlight any changes in a new colour as they may be checked.  We would particularly encourage contextualisation where we have put words in square brackets. You can add any specialist requirements for the role but please clearly mark added text. The headings are to help candidates, but you can change them and the bullet points can be moved around accordingly to best fit each category/heading.

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.
•    Provide an excellent and timely service to our students, your colleagues and anyone else you come across as part of your role.

•    Provide a responsive and proactive support service for all of our stakeholders, in particular the Faculty Leadership Team.

·         Monitor, respond to and resolve emails and queries sent to generic inboxes for the Faculty Office and Operations Team

·         Process and update key business documentation, particularly with regard to HR and other associated policies.

·         Use your experience and problem-solving skills to resolve routine issues with things relevant to your role such as office  moves and equipment, including stationery, orders and provide information and updates to help your team find solutions.

•    Collect, organise and record data and information accurately and provide reports as required.
•    Promote positive wellbeing arrangements which benefit you and your team.
•    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 such as word, excel, power point SharePoint and Microsoft Teams to deliver services.
•    Update guidance on standard operating procedures followed by the team.
•   Arrange meeting/event venues, catering, travel and equipment arrangements for events, meetings and activities to support staff recruitment, research, teaching and network building with internal and external stakeholders.

Teamwork
•    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, for example academic appeals and concessions, undertaken within your service 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 [students, staff and anyone else that you come across as part of your role 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 staff in other areas, professional organisations and agencies to ensure that services are being delivered in an efficient and collaborative way.
•    Liaise with internal and 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.

•    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. 

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.