Events and Fellowship Coordinator (

Job Number:

24001174)

Institute of Medical Humanities

Grade 5: – £25,742 – £30,487 per annum

Fixed Term – Full Time

Contract Duration: 36 months

Contracted Hours per Week: 35

Working Arrangements: This role is office based, with some travel and out of normal office hours of work. However, there will also be an element of flexibility

Closing Date

: 29-Jul-2024, 10:59:00 PM

Disclosure and Barring Service Requirement: Not Applicable. 

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 Discovery Research Platform for Medical Humanities (DRP-MH) at Durham University aims to empower health and wellbeing researchers from different sectors and disciplines to co-develop new and experimental approaches to tackling health challenges, including mental health and health inequalities. It is a £9m award which aims to transform the way research is undertaken in the field of Medical Humanities. 

The Platform involves researchers from departments across the Arts and Humanities, Social Sciences and Sciences. It will also engage with and support international research networks, and a wide range of voluntary and health sector partnerships. The DRP-MH is hosted by the Institute for Medical Humanities (IMH) which is focused on improving health by understanding hidden experiences. The Institute and Platform are currently located in the Confluence building on Durham University’s Science Site.

The Discovery Research Platform for Medical Humanities (DRP-MH) seeks to appoint an Events and Fellowship Coordinator to join our operations team, reporting to the Operations Manager. This is a 3- year fixed term post, with the potential for an extension.

The role offers an exciting opportunity for an experienced event organiser and administrator to join a newly created dynamic and friendly team. The Events and Fellowship Coordinator will work closely with Platform leads, key academic Lab and Site Leads in the Platform, Institute for Medical Humanities staff, visiting Fellows and a variety of administrative teams across the University to deliver excellent operational and administrative support for events, meetings, workshops, conferences and other related activity. You will work flexibly to ensure the operations team functions effectively in meeting priorities, working in accordance with University and Departmental policies and procedures, demonstrating a commitment to customer service excellence.

The role will encompass a diverse range of tasks and responsibilities around two main areas of work: events: to manage the coordination, delivery, and evaluation of an extensive calendar of events for the Platform, and the Fellowship programme: providing administrative support, help with induction and general guidance. You will be the first point of contact for all queries and requests for information relating to the Fellowship programme. Events will be a combination of face to face, hybrid and online and may require out of normal office hours working and some travel. Liaising with the Platform, Lab, and Site Leads, as well as delivery partners such as the Creative Facilitation Unit, Communications Leads and digital producers, you will support the design and have responsibility for the operational delivery of events. This may include but is not limited to coordinating venues, catering, delegate experience; ensuring the smooth running of events on the day, and leading on evaluation and reporting. You will also be the first point of contact for visiting Fellows, helping to plan and support their visits to Durham, providing guidance, supporting plans of activity for each fellowship, supporting fellows to engage with the wider Platform community and directing enquiries to other areas when appropriate.

The Discovery Research Platform is a new and exciting place to work. Our offices in the Confluence building on Durham University’s Science site offers a friendly and pleasant environment in which to work; with the flexibility of having quiet dedicated office space, alongside an open plan area, meeting rooms and a well-equipped staff room.

This post will be office based, with some out of hours working and some travel, but with an element of flexibility.

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 access to holiday camps for children aged 5-16 throughout the year.
• 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.

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. Please provide a table in your covering letter providing evidence and examples against each of the criteria, to allow shortlisting to take place. 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, and collaborative working across the organisation with internal and external stakeholders. *

3. Experience of organising different types of events, for example face to face, hybrid, online, seminars, training, networking etc.*

4. Experience of managing time to meet deadlines and working under pressure without compromising on quality.

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

Skills/Abilities/Knowledge

6. Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally.

7. Strong digital competence across a range digital devices and apps including digital communication tools, Microsoft 365 applications, business systems.

8. Ability to solve problems yourself and as part of a team and resolve issues, plan solutions and make pragmatic decisions.*

9. Ability to solve problems yourself and as part of a team and resolve issues, plan solutions and make pragmatic decisions.*

10. Committed to continuing professional development.

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

Desirable Criteria

1.Three A-Levels at least grade C, or equivalent qualification

2. Experience of organising events within the HE Sector.

3. Experience of event evaluation.

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 includes:

o Examples of how you satisfy the ten personal specification/essential criteria (above). Please ensure you give relevant examples of how you meet these criteria (maximum of 200 words per criterion) and

o A brief outline of why you are interested in this role.

Contact details 

If you would like to have a chat or ask any questions about the role, , Carolyn Blake (Operations Manager) would be happy to speak to you. 

Please drop them a line to Carolyn.J.Blake@Durham.ac.uk to arrange a convenient time.

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 and Platform’s values.
• Ensure that relevant regulatory and professional standards for example data protection are being used within services being delivered by your team.
• Help to manage, develop, and deliver integrated systems for managing events, supporting the Platforms Fellowship programme as well as other policies and procedures relating to the Platform’s service area.
• Respond to queries and provide information/advice, while raising more specialist or complex queries with more experienced team members, to include being the first point of contact for those on the Fellowship scheme.
• Use your experience and problem-solving skills to investigate and resolve issues relevant to your role such as technical and administrative queries relating to events and the Fellowship scheme and make recommendations based on your findings.
• Continually review what is required from IMH, Platform, Lab and Site leads, those on the Fellowship scheme, staff, students and others who you work with to make sure the best possible service is provided.
• Ensure that processes and business systems effectively support the services being delivered by the team for example the management, development, delivery and evaluation of the annual programme of events, and Fellowship induction and ongoing support.
• Monitor and analyse the use of equipment and resources to ensure efficiency and report your findings to senior colleagues.
• 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, committees and the Wellcome Trust.
• Use digital media e.g. SharePoint, social media, to update team members and external contacts on events and Fellowship activities
• Prepare reports for senior manager.

Planning and Organising

• Plan and organise own workload to deliver the role.
• Organise and schedule assigned resources, activities and events.
• Monitor processes and activities to ensure team priorities are met.

Teamwork

• Provide specialist support and advice to team members on:

o Platform events: planning, delivery, costings, and evaluations.

o Support of Platform Fellowship scheme, for example leading on plans for their arrival, induction, general support, their individual programme of events and activities, and connecting them to the wider University and Platform community.

• 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 fellows, event participants, students, staff and anyone else that you come across as part of your role 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 area of working beyond immediate team.
• 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, including HR, Marketing and Communications, International Partnerships, and Research and Innovation Services.
• Liaise with staff in other areas, professional organisations and agencies, including Platform partners from academic, health and voluntary and community sectors 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 suppliers, contractors, specialists and service providers 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. 

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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