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Administrator
3 months ago
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
In January 1833 Bishop William van Mildert donated 160 volumes to found the University Library, located on Palace Green and in the same year Durham's first university museum opened to the public. Today the University Library and Collections offers spaces, collections, expertise and services supporting education, research, the wider student experience and cultural and educational outreach. Collections and services operate across a wide estate of libraries, archives, museums, galleries and exhibition spaces, including the UNESCO World Heritage Site on Palace Green. Our nationally and internationally recognised collections span early books, archives and manuscripts, museum objects and art, print and electronic materials and include a repository of digitised materials, research outputs and research data. Our users encompass anyone engaging with our collections, services and facilities in person or remotely, this includes university staff, researchers from around the globe, students in higher education from Durham and other universities, school pupils and teachers, Durham's local residents and tourists.
We are an ambitious and developing team with a focus on providing the best experience for our students, researchers and the wider community. We are valued partners working with students, professional services and academics across the University, and professionals and organisations regionally, nationally and internationally.
The University Library and Collections is made up of six sections: Collections; Customer Services; Education, Learning and Engagement; Research and Systems; Museums, Galleries and Exhibitions; and Administration and Finance. Staff work flexibly between the sections, 7 enabled by cross-cutting groups, Collections, Education, Engagement, User Experience, Operations, Research, Staff Development and a Programme and Project Steering Group.
The Administration and Finance Team, under the leadership of the Senior Manager: Administration and Finance, supports all sections of the department in administration, finance and HR. They are responsible for the development and delivery of efficient and effective processes in these areas, providing a high quality and responsive service to all stakeholders.
Administrators are responsible for ensuring the smooth running of the Administration and Finance provision within Library and Collections. This will involve, but is not limited to, using the Finance system to administer new purchase orders, invoices for payment, running and interpreting monthly reports for budget holders. It covers administration tasks associated with absence reporting, recruitment and selection, triaging shared mailboxes and general office duties. Discretion and confidentiality is key in this role due to the sensitive nature of information and tasks being undertaken. The role includes being a purchase card holder, and ensuring items are reconciled in a timely manner.
The role will primarily be based at Bill Bryson Library, but you will be expected to work at any one of the University Library and Collection sites across the campus when required.
As a member of University Library and Collections you will be expected to work on campus a minimum of 3 days per week, with the option of working from home, once fully trained, for the remaining two in coordination with other team members ensuring minimum office cover across the week.
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
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
4. Good spoken and written communication skills.
5. Good digital skills including experience in using digital devices and apps including email, digital communication tools, Microsoft 365 applications, digital booking systems and Financial systems such as Oracle.
6. Committed to continuing professional development.
7. Ability to solve problems and resolve straightforward issues yourself and as part of a team.
8. Ability to provide advice and guidance to a range of colleagues and customers.
Desirable Criteria
9. Evidence of personal development to maintain 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 covering letter which gives specific examples of how you meet the essential and where possible desirable criteria within the Person Specification (above).
Interviews are expected to take place on 30th September or 1st October 2024.
Contact details
If you would like to have a chat or ask any questions about the role, Helen Ross, Senior Manager: Administration and Finance would be happy to speak to you. Please contact Helen via email; helen.ross@durham.ac.uk
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, your colleagues and anyone else you come across as part of your role.
• Use your experience and problem-solving skills to resolve routine issues with things relevant to your role such as payment queries and provide information and updates to help your team find solutions.
• Collect, organise and record data and information accurately and provide reports as required, this will include assisting with the financial processes linked to the engagement programme delivered by the Learning and Engagement Team involving local schools.
• 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 SharePoint 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, this will include assisting with the administration of the event and administration programme as part of the Museum, Galleries and Exhibition team.
• Help your team ensure that products and services are adapted in response to feedback and to meet changing demands.
Communication/Liaison
• Seek feedback from 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.
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.
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.
