Faculty Coordinator (

Job Number:

24001810)

Faculty of Business

Grade 5: – £26,642 to £29,659 per annum

Open-Ended/Permanent – Full Time

Contracted Hours per Week: 35

Working Arrangements: Hybrid

Closing Date

: 03-Nov-2024, 11:59:00 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.

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

Dynamic and vibrant, Durham University Business School is one of Durham University’s four Faculties and is comprised of four research-intensive departments: Accounting, Economics, Finance, and Management and Marketing. Known for its global reputation, its impact on policy and practice and its strong focus on ethics, responsibility and sustainability, the School aims to be a leading European business school with a strong global presence by 2027.

The School currently has 195 academic and teaching staff, with plans and resource commitments to grow to 230 by 2027. The School has a high-quality portfolio of programmes at undergraduate, masters and doctoral level, across all subject areas. The school’s student population is around 4000 plus, across undergraduate, postgraduate and research programmes, attracting a talented and diverse student intake (with over 130 nationalities).

Our vision is to lead business thought and practice to improve global wealth and well-being. Our associated mission is to create, share and use knowledge to deliver equitable and sustainable futures around the world. We pursue this mission by advancing world changing knowledge and securing global impact through increasingly collaborative research across disciplines and around the world. Further information on the School can be found at http://www.dur.ac.uk/business

The Business School seek a Faculty Coordinator to work within the Faculty Office Team. This exciting role will be responsible for the provision of professional, efficient, and comprehensive administrative support to members of the Faculty Executive Team.

The position is a wide ranging and challenging opportunity to work with a variety of Business School colleagues to deliver operational and administrative excellence. You will be required to consistently apply School and University regulations, ensuring that records are accurately maintained in accordance with policy and legislation.

The role will work with the Faculty Administration Manager on processes that span across all four academic departments and will help to ensure the effective and efficient running of business processes and systems.

This is a responsible role where you will be required to liaise with staff at all levels, including very senior external stakeholders and must maintain strict confidentiality at all times.

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/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

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.

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

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

Skills/Abilities/Knowledge

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

6. Helpful, friendly personality with the ability to build working relationships and deal effectively with staff at all levels.

7. Strong digital competence across a range digital devices and apps including digital communication tools, Microsoft 365 applications, business systems and digital booking 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 proactively work with team members to ensure the delivery of high quality services.

10. A high level of attention to detail and accuracy

11. A high level of trust and discretion and the ability to maintain confidentiality.

12. Effective time management, workload organisation and prioritisation skills, with the ability to manage conflicting priorities, work under pressure and meet tight deadlines

13. Committed to continuing professional development.

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

Desirable Criteria

15. Significant experience gained in an administrative role within a complex organisation

16. Minute taking 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 supporting statement 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, Kate Edmunds, Faculty Administration Manager would be happy to speak to you. Please contact Kate via email at kathryn.e.edmunds@durham.ac.uk

Typical Role Requirements 

Service Delivery

• Deliver an administrative support service to the Faculty Leadership Team to ensure the effective and efficient running of business processes and system. This will include diary and correspondence management, arranging internal and external meetings, collating information and drafting documentation
• Respond to queries and requests for information / advice, and raise specialist or complex queries with more experienced team members (Professional Services and Academic Staff)
• Respond to internal and external stakeholders needs, in line with the University and Business School’s global agenda to deliver and shape an excellent stakeholder experience.
• Monitor and evaluate service delivery to ensure compliance with University academic and professional standards.
• Help to develop and implement policies and procedures relating to your service area.
• Use your experience and problem-solving skills to investigate and resolve issues relevant to your role and make recommendations based on your findings.
• Continually review what is required from the Faculty Office team, other colleagues and stakeholders 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 academic appeals and concession.
• Ensure that data is accurate and provide reports and analysis of patterns and trends to senior colleagues.
• Use digital media e.g. SharePoint and Microsoft Teams to update team members and colleagues, students and external contacts.
• Prepare written reports for consideration by management where required.
• Show a commitment to equality, diversity and inclusion and the University’s values.

Planning and Organising

• Plan and organise own workload to deliver the role.
• Organise and schedule resources, activities and events such as conferences, summer schools, staff and student recognition events and international delegations.
• Monitor processes and activities to ensure team priorities are met.
• Analyse work activities to ensure the effective and efficient use of capital and consumable equipment and resources.

Teamwork

• Act as a point of expertise for other members of the Faculty Office and academic departments
• Collaborate with team members to implement service improvement to practices and processes in the Faculty Office and associated academic departments
• Support the capture of business requirements from users and work with colleagues to translate these into recommendations for future service provision.
• Identify opportunities and contribute to decisions on how to improve services being delivered by the team

Communications/Liaison

• Collaborate with colleagues across professional and administrative areas to ensure seamless service provision.
• 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 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.
• Liaise with staff in other areas, professional organisations and agencies 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.
• 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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