Administrator

Job description

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.

Find out more about the benefits of working at the University and what it is like to live and work in the Durham area on our Why Join Us? - Information Page.

The Role and the Department

Join us as an Administrator at The Centre for Programmable Biological Matter!

You will join a large and ambitious lab, the newly established Centre for Programmable Biological Matter (CPBM), led by Professor Jonathan Heddle.

At the CPBM, we are interested in understanding, designing and building natural and artificial bionanomachines. Bionanomachines are fascinating nanoscale devices made from biological molecules, typically proteins, lipids, RNA and DNA. In nature they carry out an amazing array of tasks, from copying our DNA to converting light into energy. Our exploratory work uses a mixture of biochemical, structural and computational techniques plus the most important ingredient, imagination, to make machines that exceed nature's capabilities,

Reporting to the Laboratory Manager, you will assist the managerial team in all administrative matters, helping the wider scientific team to focus on their core research goals. This will include handling scheduling, responding to internal and external requests for information, and assisting with lab finances and ordering. We are looking for someone professional, organised, diligent and conscientious to join us as the CPBM Administrator.

The Dept. of Biosciences partners with other areas of research strength in Durham University including Computational Sciences and Chemistry and encourages multidisciplinary research for Health and Wellbeing. Durham University was listed in the Times Higher World Top 50 Life Science Challengers (July 2017).

The Department holds an Athena SWAN Bronze award. Athena SWAN is a national initiative that recognises the advancement of gender equality, representation and progression. The Department embraces excellence in all of its forms and invites all qualified applicants to apply. We particularly welcome applications from women and black and minority ethnic candidates who are under-represented in the academic sector.

The post is 0.8FTE, fixed term until 9th February 2029 at Durham University Grade 4 point 13. The location for this role will be on-site in the Department of Chemistry, South Road, Durham 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'll receive 27 days annual leave per year in addition to 8 public holidays and 4 customary days per year - a total of 39 days.
• 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.
• You can access exclusive discounts via our benefits portal including money off at supermarkets, high street retailers, IT products such as Apple, eating out and days out at various attractions.
• Our on-site nursery is rated Outstanding by Ofsted, and you can access holiday camps for children aged 5-16.
• We provide wide-ranging health and wellbeing support including discounted membership for our state-of-the-art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
• We offer all staff the opportunity to take part in volunteering activities to make a difference to the local community.
• Our family friendly policies, including maternity and adoption leave, are among the most generous in the higher education sector (and likely above and beyond many employers).
• If you are keen on advancing in your role or career, we have a genuine passion for developing our colleagues from qualifications to IT skills, courses and apprenticeships.
• We offer generous pension schemes with varying contribution amounts to help you plan for your future.

Discover more about our total rewards and benefits package here.

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.

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

To be considered for this role, here are the skills/experience we're looking for:

Qualifications/Experience

1. Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience.

2. Post-16 qualification or equivalent experience.

3. Experience of working in a busy office environment delivering front line administrative services or having relevant qualifications for the role.

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

Skills/Abilities/Knowledge

5. Excellent spoken and written communication skills.

6. Exceptional organisational skills.

7. Experience of working in a team and associated skills of communication and time management.

8. Good digital skills including experience in using core digital tools including internet, email, digital communication tools, Microsoft 365 applications, digital booking systems.

9. Evidence of relevant personal development to maintain skills.

10. Relevant administrative experience in a busy office environment, especially in academic science, preferably biological sciences.

11. 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.

12. Ability to solve problems as part of a team and resolve straightforward issues.

Desirable Criteria

• Demonstrable experience of tracking and managing finances within a small workgroup
  

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 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, Professor Jonathan Heddle would be happy to speak to you. [email protected]

Typical Role Requirements

Here are the kind of activities that you'll be asked to undertake and ways in which you'll be expected to operate.

Service Delivery

• Manage the Principal Investigator's (PI) schedule, appointments, and deadlines, ensuring priorities are clear and commitments are met.
  
• Prepare meeting itineraries and efficiently record and distribute minutes.
  
• Assist the Laboratory Manager with procurement, liaising with suppliers to secure the best pricing and accurately documenting purchases.
  
• Maintain and update the research group website and draft social media posts to promote the lab.
  
• Provide an excellent and timely service to your colleagues and anyone else you come across as part of your role.
  
• Use your experience and problem-solving skills to resolve routine issues relevant to your role and provide information and updates to help your team find solutions.
  
• Collect, organise and record data and information accurately and provide reports as required.
  
• Promote positive wellbeing arrangements which benefit you and your team.
  
• When carrying out your role, use and apply relevant professional and regulatory standards [e.g. data protection] when managing data.
  
• Use standard office-based devices and applications [such as Word, Excel and Powerpoint] to deliver services.
  
• Update guidance on standard operating procedures followed by the team.
  
• Arrange meeting/event venues and travel arrangements for other team members.
  

Teamwork

• Resolve queries and respond to requests for information and advice and bring any complex issues to the attention of more experienced team members.
  
• Help your team organise and provide administrative services that support key activities undertaken within your service and contribute to team planning activities.
  
• Help your team ensure that products and services are adapted in response to feedback and to meet changing demands.
  

Communication/Liaison

• Seek feedback from students, staff and anyone else that you come across as part of your role on their requirements from your service to ensure that their reasonable expectations are being met.
  
• Record information e.g. bookings for activities/events and respond to queries which you receive.
  
• Liaise with staff in other areas, professional organisations and agencies to ensure that services are being delivered in an efficient and collaborative way.
  
• Liaise with external suppliers, contractors, specialists and service providers to plan the delivery of services and events.
  
• Provide support for meetings, working groups and committees, such preparing and sending documents for meetings, drafting reports and taking minutes.
  
• Any other reasonable duties.
  

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

https://www.durham.ac.uk/departments/academic/biosciences/

https://heddlelab.org/

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 Job Applicants/Potential Job Applicants - Privacy Notice which provides information on the collation, storing and use of data.

Durham University is a UKVI sponsor. Applicants who require sponsorship to work in the UK should note that not all roles are eligible. Further information on visa requirements and eligibility can be found on the UKVI website.