Operations Administrator

Updated: about 2 months ago
Location: Durham, ENGLAND
Job Type: FullTime
Deadline: 01 Feb 2023

School of Education

Grade 4: - £21,630 - £23,144 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 01-Feb-2023, 7:59:00 AM
Disclosure and Barring Service Requirement: Not Applicable

Job Title: Operations Administrator
Department: Education
Grade: Grade 4
Salary range: £21,630 -  £23,144 per annum
Working arrangements: Open-Ended/Permanent - Full Time
Closing date: 31st January 2023 - Midnight
Potential interview date:  TBC

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 School of Education has an exciting opportunity for an experienced administrator to join our Departmental Support Team.  Working under the direction of the Senior Operations Administrator, the post holder will have a key role in managing operational activities across the School – from staffing and HR matters to Estates and Infrastructure and Health and Safety.

The Department Support team is often the first point of contact for staff within the School of Education, the wider university and beyond, and as such exceptional customer service skills, combined with outstanding communication skills and an approachable and professional demeanour are essential for this post. Due to the busy and varied nature of the role good organisational skills are also must along with the ability to problem-solve independently whilst exercising judgement about when to escalate issues to more senior colleagues. 

The successful candidate will be required to maintain, develop and implement processes and systems to support the work of the School. Responsibilities include logging staff absences, supporting staff recruitment, induction and probation, maintaining staff records and generally managing the staff journey during their employment within the School of Education, organising meetings and events, responding to estates issues, supporting health and safety processes, servicing committees and updating documentation and handbooks.

About the School of Education

We are one of the very best UK Education departments, with an outstanding reputation for excellence in teaching, research and employability of our students. Our research was ranked second overall in the latest Research Excellence Framework while our Initial Teacher Education programmes were rated as Outstanding in our most recent Ofsted inspections.

Our highly valued Professional Support Staff have a vital role within our vibrant staff community and form a friendly team of individuals working across a diverse range of roles to support the School in its mission to deliver world-leading education that plays an important role in enabling individuals, communities and societies to flourish.  The School also offers hybrid working with staff being required to work in the office on agreed days but able to work from home part of the week.

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 criteria has an asterix* next to it, it may be given additional weighting when your application is considered. 

Your application should cover the following criteria:

Essential Criteria 

  • Excellent oral and written communication skills.  
  • Good digital skills including experience in using core digital tools including internet, email, digital communication tools, Microsoft 365 applications, digital booking system.
  • Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience or qualifications). 
  • Post-16 qualification or equivalent experience.   
  • Evidence of relevant personal development to maintain skills.  
  • 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.    
  • Experience of working in a team. 
  • Desirable Criteria

  • Experience servicing committees and taking minutes
  • Previous experience in an operations administration role
  • Experience of working in Higher Education
  • 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 
    • Optional - A covering letter which shows examples of how you meet all of the criteria within the Person Specification  

    Contact details 

    If you would like to have a chat or ask any questions about the role, Charlotte Bates would be happy to speak to you and she can be contacted by emailing ed.hr@durham.ac.uk .

    Typical Role Requirements

    Service 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.


    • 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. 


    • 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

    If you would like further information you may find the following will help

    School of Education - Durham University

    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.

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