Faculty Coordinator

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? - Durham University

The Role and the Department

The Faculty Coordinator will provide support for the Research, PGR and EDI activities within the Faculty Office for Social Sciences and Health and for the core business of the Faculty Office, reporting to the Faculty Administration Manager.

Roles and responsibilities-:

• Deliver an administrative support service to the Faculty Leadership Team to ensure the effective and efficient running of business processes and systems including: diary and correspondence management, arranging internal and external meetings; collating information and drafting documentation.

• Administrative and project support for all Research, PGR and People and Culture (EDI) committees, initiatives and activities.

• Diary support for Deputy Executive Deans.

• Managing and administrating Faculty led PGR student scholarship activities.

• Faculty Office project support.

• Organise and schedule resources, activities, travel and events such as conferences; summer schools; staff and student recognition events.

• Act as a point of expertise for other members of the Faculty Office and academic department in relation to above activities.

• Collaborate with team members to implement service improvement to practices and processes in the Faculty Office and associated academic departments.

• Identify priorities and monitor processes and activities to ensure success.

• Contribute to the development and implementation of policy, procedures and systems within own area of working.

• Proactively and independently resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members (professional and academic colleagues).

• Collaborate with colleagues across professional and administrative areas to ensure seamless service provision.

• Any other reasonable duties

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 plus access to holiday camps for children aged 5-16.
• 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.

Discover more about our total rewards and benefits package here.

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 delivering front line administrative services to a high standard or having relevant qualifications for the role

3. 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
4. Experience of providing advice and guidance to a range of customers and colleagues.

Skills/Abilities/Knowledge
5. Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally, at all levels.
6. Strong digital competence across a range digital devices and apps including the internet, email, digital communication tools, Microsoft 365 applications, digital booking systems
7. Ability to proactively solve problems yourself and as part of a team and resolve issues, plan solutions and make pragmatic decisions.

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

9. A high level of trust and discretion and the ability to maintain confidentiality.

10 Demonstrable proactive effective time management, workload organisation and prioritisation skills, with the ability to manage conflicting priorities.

11. A high level of attention to detail and accuracy.

12. Committed to continuing professional development.

Desirable Criteria

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

2. Minute taking skills.

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 supporting grid 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, Mrs Jo O'Neill-Jones, Faculty Administration Manager, would be happy to speak to you via jo.o'neill@durham.ac.uk

Typical Role Requirements

Service Delivery

• Show a commitment to equality, diversity and inclusion and the University's values

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

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

• Use your experience and problem-solving skills to investigate and resolve issues relevant to your role such and make recommendations based on your findings.

• Continually review what is required from colleagues, students and external partners to make sure the best possible service is provided.

• Ensure that processes and business systems effectively support the services being delivered by the team

• 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.

• Use digital media such as Teams and SharePoint to update team members and colleagues, students and external partners.

• Prepare reports for senior managers.

Planning and Organising

• Plan and organise own workload to deliver the role.

• Organise and schedule assigned meetings and events

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

Teamwork

• Provide specialist support and advice to team members on Research, PGR and EDI related activities

• 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 colleagues, students and external partners 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 within SSH Faculty, other Faculties, services and external partners

• 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 colleagues within SSH Faculty, other Faculties, services and external partners 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.

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

• Liaise with external colleagues 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.

MATERNITY COVER

Appointment to this post is fixed term to cover the substantive post holder'smaternity leave and is not anticipated to be extended.

SECONDMENT

The post is full time, fixed term until January 2026 and may be offered on an internal secondment basis subject to the agreement of the current line manager.

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.

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