Learning and Teaching 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

The Faculty of Arts & Humanities is looking to recruit a Grade 4 Learning and Teaching Administrator to join the newly-formed Learning and Teaching team in the Faculty of Arts and Humanities. As well as having responsibility for the Faculty’s well-established Liberal Arts programme, the team is also working alongside staff from across the Faculty and the University to establish a suite of interdisciplinary postgraduate programmes for launch in 2023/24, some of which will be delivered remotely. As well as having responsibility for the day-to-day delivery of student-facing processes administered by the Faculty Office, the role will therefore be able to contribute to the development of new processes underpinning the delivery of these new programmes. The postholder will also be expected to provide an excellent staff and student experience as the first point of contact for enquiries relating to the Faculty’s programmes and processes. The role will involve:

• Supporting key education processes, liaising with other team members as well as professional services colleagues in colleges, departments and central services.  
• Under the direction of the L&T Assistant Manager, and working with other members of the Faculty Learning and Teaching team, take responsibility for day-to-day support for the Faculty’s Liberal Arts and Interdisciplinary Postgraduate Taught programmes, acting as a key point of contact for enquiries relating to admissions, induction, registration, progression, module and programme changes. The role requires using initiative to solve problems through liaison with other departments and services and escalating issues to more experienced team members where appropriate.
• Under the direction of the L&T Assistant Manager and in collaboration with other members of the Faculty’s Learning and Teaching team, taking responsibility for the administration of key student-facing processes within and across the Faculty. This aspect of the role will require excellent attention to detail, and the ability to communicate information clearly and concisely.
• Co-ordinating student-facing events, activities and resources relating to the programmes, including induction events and open days.
• Providing administrative support for Faculty Examination Boards, including inputting and checking student marks, preparing agendas and other supporting documentation, and ensuring that actions are recorded and followed up.

The Faculty Learning and Teaching Administrator will possess excellent organisational and time management skills, display a high degree of initiative and flexibility, and demonstrate a commitment to customer service excellence and collaborative working. The Faculty Office places a strong emphasis on inclusivity and collegiality, as well as professional development, and team members are encouraged and supported to identify and take forward process improvements and other initiatives in order to develop the key skills and competencies required for progression to more senior roles. This is a highly dynamic role within a supportive environment, which will provide the role holder with experience of and insight into the processes and systems that support the student journey in Departments, Faculties and other units within the University.

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 children’s clubs in the summer holidays. 
•    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/Person Specification

When you apply 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.  Further information about the role and responsibilities is at the end of this job description.  Where a criterion has an asterisk* next to it, it may be given additional weighting when your application is considered.  

Your application should cover the following criteria:

Essential Criteria  
   
1.    Excellent oral and written communication skills, with the ability to communicate complex information clearly, concisely and accurately* 
2.    A high level of digital competence, with experience of using, core digital tools including internet, email, digital communication tools and Microsoft 365 applications, including Microsoft SharePoint and Microsoft Teams, in an administrative context. 
3.    Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience or qualifications). 
4.    Post-16 qualification or equivalent experience.   
5.    Relevant administrative experience in a busy office environment and the ability to manage a varied workload including the ability to progress several tasks or projects simultaneously.  
6.    Demonstrable ability to provide advice and guidance to a range of customers and colleagues, including more senior colleagues.*  
7.    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, accuracy or attention to detail. *
8.    Ability to solve problems as part of a team and to use initiative to resolve straightforward issues.    
9.    Experience of managing work as part of a team. 

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 separate document (in table format) which shows examples of how you meet all of the criteria within the Person Specification (maximum 200 words per criterion);

Contact details 
If you would like to have a chat or ask any questions about the role, Phil Bolton (Deputy Faculty Manager) or Kate Buckley (Learning and Teaching Assistant Manager) would be happy to speak to you. Please drop them a line at [email protected] or [email protected] to arrange a convenient time.

The role will involve:

Role Delivery

•    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. 
•    Solve day-to-day routine problems and source background information within the role. 
•    Operate a booking and enquiry service and process requests finding solutions or escalating queries where necessary. 
•    Apply professional and regulatory procedures and processes and use of systems. 
•    Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets. 
•    Compile, record, store and archive 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. 
•    Process and update key business documentation. 
•    Make venue, catering, travel and/or equipment arrangements for events, meetings and activities. 
•    A commitment to equality, diversity and inclusion and the University’s values.

Teamwork

•    Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service. 
•    Record data and information accurately and provide reports as required to team members and more experienced staff. 
•    Assist team members to organise, plan and prepare for events, meetings and activities. 
•    Work with team members to ensure the smooth running of administrative processes to support people and business activities. 

Communication/Networking

•    Provide a responsive and proactive support service for stakeholders.  
•    Flexible in approach to accommodate the needs of team members and/or service users. 
•    Liaise with internal and external suppliers, contractors and professional specialists to pass on information. 
•    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.
•    Liaise with representatives from other service areas, professional organisations and agencies where necessary. 
•    Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats. 
•    Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events. 
•    Any other reasonable duties. 

  
Useful links
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.