Administrator (Staffing Service)

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

Durham University's Temporary Staffing Service (TSS) is an internal, pan-university team established to provide reliable, professional administrative support to academic departments and faculties (including other service areas when needed) with fixed-term resource needs such as recruitment gaps, staff absence, peaks in workload, etc. The postholder will form part of a friendly, diverse team and will be deployed (sometimes fractionally) on short-term placements across service areas to work closely and collaboratively with local teams to cover specified administrative roles, duties, and projects commensurate with the grade to ensure high-quality educational, operational, and research services are delivered. Placements are typically 6-12 weeks in length (subject to business need) and can include, but are not limited to, fulfilling roles such as Learning and Teaching Administrator, Operations Administrator, and Faculty Administrator. Although the team is based in the Social Sciences Faculty Office for line management purposes, the postholder can expect to be allocated to departments/faculties across the institution.

The TSS Administrator will be required and expected to be able to:

• provide a professional and efficient administrative service, working in accordance with university and departmental policies and procedures to ensure the teams they support on placement function effectively in meeting their priorities;
• display high levels of flexibility and adaptability to enable the service to respond successfully and efficiently to changing business needs as required;

• possess excellent organisational, interpersonal, and time management skills, particularly when working across multiple departments and/or roles simultaneously on fractional assignments;

• support and engage with a broad range of learning, teaching, assessment, and operational processes, tasks, and activities from the point of student enrolment through to graduation, including areas such as absence monitoring, marks entry, and enrolment and registration;
• support networks, committees, and meetings (including scheduling and planning meetings; collating and distributing documents; drafting minutes or other documentation, etc.);
• provide proactive support when working with colleagues on placement in departments and faculties, including: Heads of Department, Department Managers, Learning and Teaching Managers, and other members of Senior Management Teams;
• work independently, using their experience and initiative to decide on appropriate courses of action and resolve routine problems (including those associated with student- and staff-related queries); and
• demonstrate a commitment to continuous improvement and customer service excellence.

This post is ideal for curious and open-minded candidates who are keen to network and develop strong working relationships across the University, and will provide an exciting opportunity for the postholder to expand their skillset and gain hands-on training and experience across a range of departments/functions which can facilitate career development within the service and wider 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 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 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:

Essential Criteria

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 managing time flexibly to meet deadlines and working under pressure without compromising on quality.

3. Experience of working collaboratively as part of a team.

Skills/Abilities/Knowledge

4. Good spoken and written communication skills.

5. Good digital skills including experience in using digital devices and apps including the internet, email, digital communication tools, and Microsoft 365 applications.

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.

9. Ability to follow instructions, written and/or oral, accurately.

Desirable Criteria

1. Post-16 qualification or equivalent experience.

2. Experience of working in a busy office environment delivering front line administrative services or having relevant qualifications for the 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 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; and
• 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, Adam Brown, Temporary Staffing Service Manager, would be happy to speak to you by contacting him at: adam.l.brown@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 support service to students, colleagues, departments/faculties, 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 student- and staff-related enquiries related to learning, teaching, and assessment, 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 (such as data protection) when managing confidential student data (including that related to students' examination marks and serious adverse circumstances).

• Use standard office-based devices and applications (such as MS Word, Excel, SharePoint, Forms, etc.) to deliver services.

• Update guidance on standard operating procedures followed by the team and the departments/faculties you are deployed in.

• Arrange meetings, events, catering, equipment, and/or travel arrangements for team members in departments/faculties where required.

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 the team organise and provide a professional administrative service that supports key departmental/faculty functions undertaken as part of the service when the need arises (e.g., due to recruitment gaps, staff absence, peaks in workload, etc.), and contribute to team planning activities.

• Help your team ensure that processes and services are reviewed and adapted in response to feedback and to meet changing demands and business needs.

Communication/Liaison

• Seek feedback from a range of stakeholders (including students, staff, team members, placement managers, 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 (including student absences, concessions, examination marks, etc.) and respond to student and staff queries which you receive.

• Liaise with colleagues internally and externally across departments/faculties and other service areas (including those working in the Exams Team, Student Support Hubs, Specialist Support Services, Student Records, Finance, Event Durham, etc.) to ensure that services are being delivered in an efficient and collaborative way.

• Liaise with external examiners/moderators, suppliers, and service providers where required to plan the delivery of services and events.

• Provide support for meetings, working groups, and committees (such as Health and Safety, Student-Staff Consultative Committees, etc.), preparing and sending documents for meetings, drafting reports, and taking minutes.

• Any other reasonable duties (e.g., project work within the service and wider faculty office).

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 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.

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