Service Support Administrator

Research and Innovation Services

Grade 4: - £21,630 - £23,144
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date : 26-Sep-2022, 6:59:00 AM  

Job Title: Service Support Administrator
Department:  Research & Innovation Services 
Grade: Grade 4
Salary range:  £21,630.00 - £23,144.00
Working arrangements:   Full time, 35 hours per week, Monday to Friday.
Closing date: 25th September 2022 
Potential interview date: 7th October 2022 

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

Research and Innovation Services (RIS) provides guidance, expert advice and hands-on support for all aspects of research and research-related work, including securing funding, working with partners, undertaking knowledge exchange, demonstrating impact, commercialising outputs, ensuring good research practice and supporting professional development.

The Service Support Coordinator will report to the Senior Service Support Manager within Research and Innovation Services (RIS). The post holder will provide a professional, high quality administrative support service across the RIS directorate, responding to stakeholder needs.

The post holder is expected to work independently, to exercise initiative and organise their work in collaboration with colleagues within the Service Support Team and across the wider RIS directorate and beyond. They must have excellent organisational and time management skills and be able to engage with staff and stakeholders within and outside the organisation up to and including executive level.

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 2021/22, which may include the opportunity to work both on and off campus and 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.

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. 
• 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, inclusion and values

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  

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, Rebecca Dunn would be happy to speak to you. [email protected] 07771 500836

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.

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

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

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 https://www.durham.ac.uk/about-us/governance/information-governance/privacy-notices/privacy-notices/job-applicants/ 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.

DBS Requirement: Not Applicable.