Space Management Administrator

Estates and Facilities

Grade 4: - £21,630 - £23,144 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 03-Jan-2023, 7:59:00 AM

Job Title:                               Space Management Administrator
Department:                          Estates and Facilities Directorate
Grade:                                   Grade 4
Salary range:                        £21,630 - £23,144 per annum
Working arrangements:      Permanent
Full time (35 hours)
Closing date:                        Monday 2nd January 2023

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. We believe that inspiring our people to do outstanding things at Durham enables Durham people to do outstanding things professionally and personally.

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.  We would be thrilled if you would consider joining our thriving University.

Further information about the University can be found here .

The Role and Department

The Space Management team, within the Estates and Facilities Directorate, is responsible for overseeing all spaces within the University.  We provide guidance and support on the design and physical development of all space at the University to ensure spaces are well-designed, functional, inclusive, accessible for all, and sustainable in line with the Universities wider strategies.

The Space Management Administrator is an integral role supporting the Space Management team, performing a variety of comprehensive administrative duties, including but not limited to:

• providing a highly responsive, proactive frontline service for stakeholders, both internal and external, through the delivery of a full range of administrative services.
• processing, updating and systems, such as issuing car parking permits, ensuring maintaining key business information and documentation.
• assisting team members to organise, plan and prepare for events, meetings and activities.
• ensuring a professional service standard is always maintained.

The Estates and Facilities Directorate provides a range of essential services to Durham University and is responsible for managing, maintaining and developing the infrastructure and building fabric of the various campuses.

Further information about the role and the responsibilities is at the bottom of this job description.

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, 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 that is supportive and inclusive.  It is 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.

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. It will be at the discretion of the recruiting panel as to whether they will also consider any desirable criteria, but we would urge candidates to provide evidence for all criteria.

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 throughout the selection process, via automated emails from our e-recruitment system.  Please check your spam/junk folder periodically to make sure you have not missed any of our updates.

What you need to submit

• A CV.
• A covering letter which shows examples how you meet all of the criteria within the Person Specification.

Contact details

For a chat about the role or any further information please contact Helen Richardson-Smith, Senior Space Manager, [email protected]

Further information about the role

Role Delivery

• Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience. 
• Deal with complaints from stakeholders, escalating to line manager, where necessary.
• Respond to service users answering and recording queries and information systematically, in accordance with procedures. 
• 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, to complete tasks and achieve objectives, with some discretion for variation and improvement, referring to more senior team members, where necessary. 
• 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 maintain its accuracy, integrity and safety, in accordance with security and statutory requirements.
• Collate data and information, reconciling anomalies, where required, into standard report formats. 
• Use standard office-based digital systems, tools and equipment, to process, record, store and communicate data and information, according to procedures. 
• Process, update and maintain key business information and 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 prepare updates and reports, for stakeholders, as required, including confidential and sensitive information, to support evaluation and decision-making.
• Assist team members to organise, plan and prepare for events, meetings and activities. 
• Work with team members to ensure the smooth running of the Estates and Facilities Directorate administrative processes, to support all stakeholders and business activities.

Communications and Networking

• Provide a highly responsive, proactive frontline service for stakeholders, both internal and external to the Directorate, through the delivery of a full range of administrative services.  
• Flexible in approach to accommodate the needs of team members and/or service users. 
• Liaise with internal and external suppliers and, specialists, planning and delivering services, activities and events. 
• 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, within agreed parameters, and only escalating more specialist and complex queries or issues to line manager.
• Liaise with representatives from other service areas, professional organisations and agencies, where necessary. 
• Provide comprehensive support for networks, committees and working groups, including scheduling meetings, managing paperwork, producing minutes and following-up on actions. 
• Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events. 
• May be required to work evenings and weekends, as business demands.
• 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 , which provides information on the collation, storing and use of data.

What you need to demonstrate when you apply/Person Specification

When you apply, it is important that you evidence each of the essential criteria required for the role in the person specification.  Let us know what skills/experience you have from a similar role or 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.

Your application should cover the following criteria:

Essential Criteria

Desirable Criteria

DBS Requirement: Not Applicable.