Fieldwork Hub Administrator

Updated: 2 months ago
Location: Durham, ENGLAND
Job Type: FullTime
Deadline: 07 Oct 2022

Social Sciences Faculty Office

Grade 4: - £20,600 - £22,254 per annum/ pro rata
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date : 07-Oct-2022, 6:59:00 AM

The Fieldwork Hub is hosted by the Faculty of Social Sciences and Health but provides fieldwork support to multiple departments across the Faculty of Social Sciences and Health and the Faculty of Science.

The Faculty of Social Sciences & Health is a world-leading leading centres for education and research in the social sciences.

The Faculty is a diverse community of 4,700 undergraduates, 3,300 postgraduates and over 350 academic and research staff, who are based across 8 academic departments and Schools, who are engaged in pioneering research and innovative learning. We are regularly ranked within the world's top 50 for the quality and significance of our research, our students enjoy an un-paralleled learning experience and our graduates are some of the most sought after by employers.

With over 5,000 undergraduate and 1,000 postgraduate students, spanning across 8 academic departments, the Faculty of Science supports a diverse and vibrant learning and research environment. Our outstanding academic staff deliver innovative research led teaching in a range of modes from lectures through to small group teaching, laboratory and field based learning in both on-line and face to face formats.

The Fieldwork Hub Administrator will support the Fieldwork Hub Manager in deploying a consistent approach to administrative and support processes which ensures safety and wellbeing of students prior to and during fieldwork trips. They will work with colleagues to inform and support planning and developments relating to fieldwork including implementing new programmes and initiatives around Fieldtrips within the six departments across the two faculties.

The Fieldwork Hub will consist of the Fieldwork Hub Manager and a team of two Fieldwork Hub Administrators, ensuring the provision of an efficient service, supporting a wide range of teaching, learning and assessment activities from the point of fieldwork planning to post-trip review, ensuring the student experience and safety is at the forefront of delivery.

The post holder will provide student and department support including booking travel and accommodation, maintaining data regarding students travelling on fieldtrips and working with departments to ensure a consistent and high standard of procedural support in relation to the arrangement of fieldtrips, escalating more specialist and complex queries or issues, as required.

Core responsibilities:

  • Provide a responsive and proactive support service for stakeholders; acting as the first point of contact for all fieldtrip related activity.
  • 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.
  • Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of the Fieldwork Hub.
  • Solve day to day routine problems and source background information within the role.
  • Record data and information accurately and provide reports as required to team members, stakeholders and more experienced staff.
  • Operate an information request booking and enquiry service and process requests finding solutions or escalating queries where necessary.
  • Flexible in approach to accommodate the needs of the team and/or service users.
  • Assist team members to organize, plan and prepare for fieldtrips, meetings and activities.
  • Liaise with internal and external suppliers, contractors and professional specialists to pass on information.
  • Apply profession and regulatory procedures and processes and use of systems.
  • 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.

Role responsibilities:

  • Work with team members to ensure the smooth funning of administrative processes to support staff and students, and programme activities.
  • Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
  • Compile, record, store and archive student 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
  • Monitor and track data, including health declaration and financial payments, initiating follow up procedures, and drafting routine correspondence where necessary.
  • Liaise with members of academic staff, University staff, external suppliers, professional organisations and agencies where necessary.
  • Make venue, travel and/or equipment arrangements for fieldtrips, meetings and activities.
  • Accurately record financial transactions in liaison with relevant staff. Any other reasonable duties.

Specific role requirements:

  • Work outside normal office hours during peak periods.
  • Able to move freely across campus.

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 for this position will take place as soon as possible.

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

Recruiting to this post

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

How to apply

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  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 .

What you are required to submit

  • A CV;
  • A covering letter which details your experience, strengths and potential in the requirements set out above;
  • 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.
  • Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.

    Contact details

    For further information regarding this post, please contact Emma Chapman, Faculty Manager at

    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

    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

    Essential Criteria

  • Excellent oral and written communication skills.
  • Proven IT skills, including use of Microsoft Office.
  • Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
  • Relevant administrative experience in a busy office environment*.
  • Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
  • 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.
  • Ability to solve problems as part of a team and resolve straightforward issues. 
  • Accuracy, numeracy and attention to detail.
  • A high level of discretion and the ability to maintain confidentiality
  • Desirable Criteria

    • Evidence of personal development to maintain skills.
    • Post-16 qualification or equivalent experience.
    • Experience of working in a team.
    • Experience of working in Higher Education
    • Experience of working in a multicultural environment.

    *(Where a criterion is marked with an asterisk, the University consider this to be a key requirement for this post and it may therefore receive additional weighting when applications are scored during shortlisting.)

    Realising Your Potential Approach

    The Realising Your Potential Approach clarifies the behaviours expected to be demonstrated by all staff across Professional Services in the University regardless of their role. Along with the core responsibilities, role responsibilities and the person specification, the Realising Your Potential Approach behavioural indicators are used to inform the recruitment and selection process. Further information on the Realising Your Potential Approach is available here.

    Durham University


    We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.   


    We are inspiring, challenging, innovative, responsible and enabling.

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

    Family key attributes

    Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.

    Overall family purpose

    • 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.

    Link to key strategic plan

    • 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.

    DBS Requirement: Not Applicable.

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