Office Co-ordinator Maternity Cover

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 Computing and Information Services (CIS) has an annual operational budget in excess of £12m, multi-million pound programmes of change within year, and approximately 185 staff. The Senior Leadership Team report directly to the Chief Information Officer (CIO) with the following portfolios: Strategy and Change; Technology Services; Information Services, and Cyber Security. CIS work with departments across the university to provide academic, teaching and administrative services that underpin the day-to-day activities of the whole organisation. Details of the Digital Strategy and ongoing work can be found at Digital Strategy – Durham University

CIS is a friendly, but demanding department, where much is expected and can be achieved by competent, self-motivated individuals who are demonstrable in their team work ability. The department works in a hybrid capacity depending on the job role and individual personal requirements.

This is a responsible role in a busy IT department, working closely with, and providing a deputy role for the Executive Assistant. You will also provide high level support to members of the Senior Leadership Team, liaising with staff at all levels including external contacts. You must be able to work independently and be proactive using your own initiative, paying close attention to detail at all times and have an excellent personal manner and be able to keep calm under pressure.. Confidentiality is key in this busy role. Experience of the outlook diary is a must whilst juggling the multiple priorities and conflicting deadlines. 

• Provide support to the CIS Leadership Team by:
  • Managing email and diaries
  • Arranging and coordinating a high volume of meetings and events, assisting visitors where necessary 
  • Liaising with staff at all levels, including senior external contacts 
  • Recording and publishing meeting minutes
• Provide support to the Executive Assistant by:
  • Managing the CIS Office email and diary 
  • Undertaking a wide range of CIS Office administrative tasks
  • Providing cover for the Executive Assistant’s absences
• Provide support to the CIS department by:
  • Delivering an administrative function with a customer-focussed approach 
  • Working collaboratively with teams and individuals across the department

The role is a part-time maternity cover (20 hours per week).  Hours can be flexible but Mon-Fri is expected.  Hybrid working is encouraged.

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.  Further information about the role and responsibilities is at the end of this job description. 
  
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 and manage conflicting deadlines, and working under pressure without compromising on quality.

4.    Experience of providing advice and guidance to a range of customers and colleagues in an administrative environment.

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

6.    Strong digital competence across a range digital devices and apps including the use of Microsoft Office and a good knowledge of Microsoft Outlook and Teams.

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

8. Demonstrable ability to proactively work with team members to ensure the delivery of high quality services.

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

10. The ability to work under pressure and meet tight deadlines without compromising on quality.

11.  A high level of attention to detail and accuracy

12. Ability to handle confidential and sensitive information with tact and discretion maintaining appropriate confidentiality and boundaries.

Desirable Criteria

13.  An understanding and working knowledge of data protection and the GDPR

14. Experience of working in Higher Education

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 and covering letter
•    Optional – 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, Marcia Sproat in CIS ([email protected]) would be happy to speak to you. 

Typical Role Requirements  

Service Delivery
•    Show a commitment to equality, diversity and inclusion and the University’s values.
•    Respond to queries and provide information/advice, while raising more specialist or complex queries with more experienced team members.
•    Use your experience, initiative and problem-solving skills to investigate and resolve problems relating to the services that you are responsible for.
•    Continually review what is required from CIS Senior Leadership Team to make sure the best possible service is provided.
•    Ensure that processes and business systems effectively support the services being delivered by the team.
•    Log, record and pass on information for use by others.

•    Use digital media eg Outlook, Teams to update team members and wider CIS.
•    Prepare written reports for consideration by senior managers where required.

Planning and Organising
•    Plan and organise own workload to deliver the role.
•    Organise and schedule assigned activities and events.
•   Identify priorities and monitor processes and activities to ensure team priorities are met.

Teamwork
•    Seek feedback from CIS Senior Leadership Team and Executive Assistant on their requirements from your service.

• Work with your manager to make decisions and provide advice and recommendations on matters relating to your areas of responsibility.

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 colleagues to ensure that administrative 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 contacts 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.  

MATERNITY COVER  

Appointment to this post is fixed term to cover the substantive post holder’s maternity leave and is not anticipated to be extended. 

SECONDMENT 

The post is part time, fixed term and may be offered on an internal secondment basis subject to the agreement of the current line manager. 

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