Postgraduate Research Coordinator

Job Reference Number: 24000435

Job Title: Postgraduate Research Coordinator

Department: Department of Archaeology

Grade: Grade 5

Salary range: £25,742 – £28,759 pro rata 

Contract type: Permanent – Part time 0.5fte

Working arrangements:  17.5 hours per week, exact arrangement to be negotiated

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

Durham University’s Department of Archaeology is one of the UK’s top Archaeology departments with an outstanding reputation for excellence in teaching, research and the employability of our students. We are regularly ranked among the best Archaeology departments in the UK (e.g. Research Excellence Framework (REF) 2021, The Guardian University Guide 2023, Complete University Guide 2023) and one of the top ten globally (World University QS rankings 2023). Our expertise covers a broad chronological and geographical span, from the Palaeolithic to the present-day, and from Europe via Africa, the Middle East and South Asia to China. We are home a series of cutting-edge laboratories, including facilities for DNA, isotopic and luminescence research, as well as field- and lab-based commercial operations. The Department teaches a series of masters courses and hosts a large community of research postgraduate students and post-doctoral researchers. Major international research projects are exploring topics such as landscape archaeology and cultural heritage protection across Africa, Asia and Europe. For further information on our current projects, research and teaching see https://www.dur.ac.uk/departments/academic/archaeology/

This post offers an exciting opportunity to make a major contribution to the development of internationally excellent research and teaching while allowing unrivalled opportunities to develop and embed your career in an exciting and progressive institution

The Postgraduate Research Coordinator is responsible for the provision of a professional, efficient administrative service, taking responsibility for operational aspects of research programme delivery and other departmental activities. The post holder will ensure deadlines are met and service delivery standards are maintained, working in accordance with University and departmental policies and procedures.

The Postgraduate Research Coordinator will ensure the provision of a professional, efficient administrative service, supporting a wide range of activities from admissions through to

graduation, ensuring PGR student experience is at the forefront of delivery. Supporting networks, committees and meetings, to prepare, record and distribute documents and communications, including minutes, if required,  they will work independently, taking day to day decisions and using their experience and initiative to decide on appropriate courses of action and resolve problems. They will work flexibly to ensure the team functions effectively in meeting priorities, working in accordance with University and Departmental policies and procedures, demonstrating a commitment to customer service excellence.  Taking responsibility for operational aspects of the Department, they will liaise with other PSS divisions across 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 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/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 asterisk* next to it, it may be given additional weighting when your application is considered.    
  
Your application should cover the following criteria:  

Essential Criteria

Qualifications/Experience

1.     Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics or a Post-16 qualification or equivalent experience.

2.     Experience of working in a busy office environment, managing a busy workload with conflicting priorities to deliver front line administrative services to a high standard.

3.     Experience of managing time to meet deadlines and working under pressure without compromising on quality.

4.     Experience of providing advice and guidance to a range of customers and colleagues.

5.     Experience of developing and improving operational and administrative policies, or procedures.

Skills/Abilities/Knowledge

6.     Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally.

7.     Strong digital competence across a range digital devices and apps including [digital communication tools, Microsoft 365 applications, business systems].

8.     Ability to solve problems yourself and as part of a team and resolve issues, plan solutions and make pragmatic decisions.

9.     Committed to continuing professional development.

10.  Ability to participate in networks to share and discuss good practice and exchange information.

  Desirable Criteria

1.  An understanding of  university admissions processes, with a specific focus on UKVI  immigration requirements.

2.  Knowledge of the postgraduate research scholarships and funding environment

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 brief cover letter outlining your interest, experience and skills suited to the role

·         A document demonstrating how you meet the essential and desirable criteria for the role. This is best done in table format.

Contact details 
If you would like to have a chat or ask any questions about the role, Emily Roper would be happy to speak to you at [email protected] .

Typical Role Requirements  

Service Delivery

·         Show a commitment to equality, diversity and inclusion and the University’s values.

·         Ensure that relevant regulatory and professional standards, in relation to the postgraduate research cycle, from Admissions to Graduation, are being used within services being delivered by your team.

·         Help to develop and implement policies and procedures relating to your service area.

·         Respond to queries and provide information/advice, while raising more specialist or complex queries with more experienced team members.

·         Use your experience and problem-solving skills to investigate and resolve issues relevant to your role such as PGR concession processes and make recommendations based on your findings.

·         Continually review what is required from staff and the PGR community to make sure the best possible service is provided.

·         Ensure that processes and business systems effectively support the services being delivered by the team, for example in relation to processes surrounding the annual PGR review boards.

·         Ensure that data is accurate and provide reports and analysis of patterns and trends to senior colleagues.

·         Capture and share information and data that needs to be shared with relevant networks and committees.

·         Prepare reports for senior managers.

Planning and Organising

·         Plan and organise own workload to deliver the role.

·         Organise and schedule assigned [resources, activities and events].This could be in relation to PGR data to support with annual workload allocation planning, support PGR induction activities, funding competitions and annual review boards.

·         Monitor processes and activities to ensure team priorities are met.

Teamwork

·         Provide specialist support and advice to team members in relation to PGR entry requirement and compliance to Admissions policy, and the annual PGR cycle.

·         Explain and provide instruction to other team members on how to correctly record and manage data.

·         Make changes to the services provided by your team in discussion with other team members.

·         Identify opportunities and contribute to decisions on how to improve services being delivered by the team.

·         Seek feedback from the PGR community on their requirements from your service and recommend improvements to senior colleagues.

 Communications/Liaison

·         Use your knowledge and expertise to provide advice and guidance to resolve problems and respond to a wide range of queries.

·         Provide instruction and demonstrations to others across the department of Archaeology

·         Create good working relationships with other team members and anyone else that you come across as part of your role to work together on joint activities.

·         Liaise with staff in University services such as Recruitment and Admissions, AQS and Student Records to ensure that services are being delivered in an efficient and collaborative way.

·         Create good working relationships with internal and external partners and suppliers to work together on joint activities, especially in relation to external funding opportunities for PGRs.

·         Build relationships with contacts and contribute to internal and external networks to share good practice and exchange information.

·         Liaise with external funding contacts to plan the delivery of services and events.

  ·         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