College Administration 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

The Role and the Department

The Colleges and Student Experience Division includes the 15 Maintained Colleges, Experience Durham, the Student Support and Wellbeing Directorate, and the Wider Student Experience Operations Directorate.

This role will be based in Stephenson College, a modern, progressive College which celebrated its 20^th anniversary in 2021. Stephenson is a medium-size college with a multi-disciplinary community constituting 1200 undergraduates and 175 postgraduates. Around 430 students live in College. The College works closely with its student common rooms to deliver an enriching student experience that is meaningful for all of its students. It also has a growing Senior Common Room and alumni community, both of which contribute to the life of Stephenson College. Our college values are courage, curiosity, responsibility, inclusivity and kindness, and we believe that change starts with us.

The post-holder will be involved in a wide range of activities aimed at furthering the College and University strategy, especially in relation to the effective administration of the college.

The College Administration Co-ordinator will provide an efficient and effective administrative support service to the college management team, will be a primary contact for the college student body, and will support the work of the College, common rooms and their executives.

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 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.

Qualifications :

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

1. Excellent oral and written communication skills and the ability to develop effective working relationships, both internally and externally.
2. Strong digital competence with demonstrable skills in using core digital tools including internet, email, digital communication tools, Microsoft 365 applications, digital booking system, project planning.
3. Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
4. Evidence of personal development to maintain skills.
5. Post-16 qualification or equivalent experience.
6. Relevant administrative experience in a busy office environment.
7. Demonstrable ability to proactively work with team members to ensure the delivery of high quality services.
8. Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
9. 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.
10. Ability to solve problems as part of a team and resolve issues, plan solutions and make pragmatic decisions.
11. Ability to effectively network and exchange advice and information for development purposes.

Desirable Criteria

12. Previous experience working in a higher education setting.

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.

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 how you meet all of the criteria within the Person Specification. Please give examples for each of the essential criteria list.

Contact details
If you would like to discuss the role or ask any questions, please contact Katie Stobbs, Vice-Principal on stephenson.vp@durham.ac.uk.

Typical Role Requirements

Service Delivery

• Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
• Respond to stakeholder needs to deliver and shape an excellent stakeholder experience.
• Deliver support services to ensure the effective and efficient running of business processes and systems.
• Monitor and evaluate service delivery to ensure compliance with regulatory and professional procedures and standards.
• Monitor data accuracy checks to identify anomalies and ensure the integrity of data and information.
• Update data and information on systems and media for recording, storing, communicating and informing service users and team members.
• Analyse data and statistics and provide reports for higher level decision makers.
• Accurately record information and data and disseminate within internal networks including committees.
• Prepare written reports for consideration by management where required.
• A commitment to equality, diversity and inclusion and the University’s values.
• Arrange, minute and service a range of College meetings.
• Work with internal and external partners to deliver cross-functional services and activities such as the admissions cycle, Open Days and Freshers’ Week.
• Deliver administrative support services to ensure the effective and efficient running of business processes and systems.

Planning and Organising

• Plan and organise own workload with or without involvement with project work streams.
• Organise and schedule resources, activities and events.
• Identify priorities and monitor processes and activities to ensure success.
• Analyse work activities to ensure the effective and efficient use of capital and consumable equipment and resources.

Teamwork

• Act as more knowledgeable team member without responsibility for team members.
• Collaborate with team members to implement service alterations.
• Support the capture of business requirements from users and work with colleagues to translate these into recommendations for future service provision.
• Provide training to team members on data handling and recording.

Communication/Networking

• Collaborate with colleagues across professional and administrative areas to ensure seamless service provision.
• Contribute to collaborative decision making within the team with service provision to deliver an excellent stakeholder experience in accordance with policy and procedures.
• Work collaboratively across the organisation and/or externally with colleagues and stakeholders to deliver a service.
• Provide guidance and advice to resolve problems and queries for a broad range of service users.
• Provide demonstrations and instruction to others outside the team.
• Liaise with contacts and participate in networks and communities internally and possibly externally, contributing to effective collaborative working.
• Advise others and make recommendations into work processes and procedures for consideration by senior management to improve services.
• Work with internal and external partners to deliver cross-functional administrative, business and financial work streams.
• Work with internal and external partners to deliver cross-functional services and activities.

Knowledge and Experience

• Apply theory and practice, from academic and professional development and previous knowledge within a service team.
• Provide more in-depth independent research and analysis activities within the role.
• Contribute to the development and implementation of policy and procedures within own area of working.
• Any other reasonable duties.

The postholder will on occasion be required to be available in the evening and weekends to participate in College and University functions.

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