Operations 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

The Role and the Department

The Operations Administrator will provide support for both the student functions of the Faculty Office for Social Sciences and Health and for the core business of the Faculty Office reporting to the Faculty Administration Manager. It is anticipated that the duties of the postholder will vary as academic processes are reviewed and evolve.

The operations administrator will also support the core business of the faculty office including:

• Ordering office consumables;

• Supporting the operational planning of meetings and events;

• Logging routine HR business on Oracle;

• Supporting mandatory health and safety processes;

• Working with the Faculty Co-ordinator to provide support for the Executive Dean and Faculty Manager

• Providing support for Faculty learning and teaching processes such as Academic Progress Notices, Concessions and Faculty Appeals.

In the first instance the postholder will have a particular focus on the newly established student support hub as it embeds and will work with the Student Support Manager. They will have particular responsibility for:

• Supporting the workflow of issues and cases raised, being mindful of periods of absence of leave and assigning these to relevant staff as required;

• Setting up meetings as required;

• Undertaking follow up actions requested

• Responding to standard requests for information from students, academic staff or other service areas and signposting to support where required.

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

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

Qualifications/Experience
1. Five GCSE's at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience.
2. Experience of working in a busy office environment delivering front line administrative services or having relevant qualifications for the role.
3. Experience of managing time to meet deadlines and working under pressure without compromising on quality.

Skills/Abilities/Knowledge
1. Good spoken and written communication skills.
2. Good digital skills including experience in using digital devices and apps including the internet, email, digital communication tools, Microsoft 265 applications, digital booking systems.
3. Committed to continuing professional development.
4. Ability to solve problems and resolve straightforward issues yourself and as part of a team.
5. Ability to provide advice and guidance to a range of colleagues and customers.

Desirable Criteria

1. Experience working in Higher Education in a student-focused environment

2. Familiarity with academic processes relating to student support

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, Jo O'Neill-Jones, Faculty Administration Manager, would be happy to speak to you at jo.o'[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
• Show a commitment to equality, diversity and inclusion and the University's values.
• Provide an excellent and timely service to our students and colleagues.
• Use your experience and problem-solving skills to resolve routine issues with things relevant to your role such as signposting to relevant points of support, triaging issues and concerns and flagging significant issues to a senior manager 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 including both Office 365 products and dedicated systems (SSIMS/Banner/PowerBi) to deliver services.

• Update guidance on standard operating procedures followed by the team.
• Arrange meetings, events and other activities on behalf of 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 [for example] 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 and staff on their requirements from your service to ensure that their reasonable expectations are being met.

• Record information in appropriate systems and respond to queries which you receive.

• Liaise with other service areas 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
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.