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.

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

St Aidan’s College is an established college of the University of Durham, providing catered term-time accommodation to undergraduates (predominantly first years) and postgraduates. We are situated on Windmill Hill, in beautiful surroundings with inspiring views. We are known for our welcoming environment, regional and international partnerships, diverse community, broad student experience and enquiring spirit. We seek to appoint a full-time, College Administrative Coordinator. 

The College Administrative Coordinator ensures an efficient and effective administrative support service to the college management team, is the primary contact for the college student body, and supports the work of the college. The role is embedded in the life of the College, providing a degree of flexible working combined with occasional evening and weekend responsibilities (e.g., Welcome Week and post-offer visits). Balance and focus of responsibilities will be agreed with the Vice Principal (line manager).

The role 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 post holder will provide administration support for the College’s work on student enrichment and development, allocation and accommodations, and be responsible for the College website by promoting and enabling intellectual curiosity, personal effectiveness, well-being and resilience, and a sense of community, responsibility, and inclusion among all our students, staff and partners. The role holder will also support the Principal, Student support team, and various committees.  St. Aidan's College website

Please note: We have a high volume of applicants for these posts, if you have applied for this post in the last 3 months and been unsuccessful then our practice is to usually not consider another application for 3 months.

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. 

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

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 365 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.
6. Ability to interact sensitively with students who may on occasion present in distress.

Desirable Criteria

1. Evidence of personal development to maintain skills.
2. Post-16 qualification or equivalent experience.
3. Ability to solve problems as part of a team and resolve issues, plan solutions and make pragmatic decisions.
4. Demonstrable supervisory experience.
5. Knowledge of Higher Education and supporting the needs of undergraduate and postgraduate students.
6. Experience in digital skills and utilising applications such as the internet, email, digital communication tools, Microsoft 365 applications, and digital booking systems.

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 
 

Information if you have a disability

The University welcomes applications from disabled people. 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, adjustments will be made to support people within their role. 

If you are unable to complete your application via our recruitment system, please get in touch with us on e.recruitment@durham.ac.uk.

What you are required to submit:

• A CV
• A cover letter detailing your experience, strengths and potential to excel in this role.

Contact details 

If you would like to have a chat or ask any questions about the role, Vice Principal would be happy to speak to you. christopher.c.jones@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

• Contribute to equality, diversity and inclusion and the University’s values.
• Provide an excellent and timely service to the students of the college, your colleagues and anyone else you come across as part of your role.
• Respond to queries and provide information/advice, while raising more specialist or complex queries with more experienced team members, such as College Officers or staff within the PVC of Colleges and WSE's Office.
• Use your experience and problem-solving skills to resolve routine issues with things relevant to your role such as appointment bookings, event organisation, room allocations and student support processes 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, notably data protection, when managing data.
• Use standard office-based devices and applications such as Microsoft 365 to deliver services.
• Update guidance on standard operating procedures followed by the team.
• Capture and share information and data that needs to be shared with relevant networks and committees.
• Use digital media such as  SharePoint and popular social media platforms  to update team members and college officers and staff

Planning and Organising

• Plan and organise own workload and the activities of other team members to deliver the role.
• Organise and schedule assigned key termly meetings with student leaders and stakeholders to ensure consistent and positive student engagement in college-wide developmental opportunities.
• Contribute to planning the operational priorities of your team and make suggestions to senior colleagues on how to improve the service.
• Monitor processes and activities to ensure team priorities are met.

Teamwork and Team Development

• Supervise and delegate tasks to other members of the team and make sure that they are completed.
• Explain systems and procedures to new starters and provide specialist advice and guidance (including any training) to help less experienced team members carry out their role.
• Resolve student/staff 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 student support, event management and room allocation, 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. 
•  Identify opportunities and contribute to decisions on how to improve services being delivered by the team.
• Consult with line manager for relevant tasks to prioritise.

Communications/Liaison

• Use your knowledge and expertise to provide advice and guidance to resolve problems and respond to a wide range of queries.
• 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 [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.
• Build and develop key relationships with internal and external stakeholders (e.g. colleges, colleagues, students, community-led organisations, external agencies).
• Work collaboratively with internal and external stakeholders.
• 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.