Space Management Administrator

Job Title:                               Space Management Administrator

Department:                          Estates and Facilities Directorate

                                               Estates Operations

Grade:                                   Grade 4

Salary range:                        £23,144-£24,533

Working arrangements:      Permanent

                                               Full time (35 hours per week) primarily Monday to Friday

                                               There may be an occasional requirement to work evenings and weekends, depending on business need

                                               Hybrid working (minimum of two days per week onsite, depending on business need, following the initial induction/ training period which will be full time onsite)

Closing date:                        Wednesday 6th December 2023 (interview expected to be held first week of January 2024)

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 Department

Our Space Management team, within the Estates and Facilities Directorate, is responsible for overseeing all spaces within the University.  We provide guidance and support on the design and physical development of all space at the University to ensure spaces are well-designed, functional, inclusive for all, and sustainable in line with the Universities wider strategies.

The Space Management Administrator is an integral role supporting the Space Management team, performing a variety of comprehensive administrative duties, including but not limited to:

·      providing a highly responsive, proactive service for stakeholders, both internal and external, through the delivery of a full range of administrative services.

·      processing information and updating systems.

·      maintaining key business information and documentation.

·      ensuring a professional service standard is always maintained.

The Estates and Facilities Directorate provides a range of essential services to Durham University and is responsible for managing, maintaining and developing the infrastructure and building fabric of the various campuses.

Further information about the role and the responsibilities is at the bottom of this job description.

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, inclusion and values

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 that is supportive and inclusive.  It is 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

To be considered for this role, here are the skills/experience we’re looking for:

Essential Criteria

Qualifications/Experience

1.      Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience or qualifications.

2.      NVQ Level III in Business Administration (or equivalent) or significant relevant experience of working as part of a team, in a busy office environment delivering front line administrative services.

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

4.      Experience of maintaining efficient administrative processes.

5.      Experience of providing comprehensive support to meetings and committees.

Skills/Abilities/Knowledge

6.      Good spoken and written communication skills.

7.      Good digital skills including experience in using digital devices and apps including the internet, email, and Microsoft 365 applications.

8.      Ability to solve problems and resolve straightforward issues yourself or as part of a team.

9.      Ability to provide advice and guidance to a range of colleagues and customers.

10.   Ability to organise and deliver work, without close supervision.

11.   Organisational skills and ability to use initiative in day-to-day tasks and forward planning.

12.   Excellent attention to detail.

13.   High level of discretion and ability to maintain confidentiality.

Desirable Criteria

1.      Committed to continuing professional development.

2.      Ability to compile, record, store and archive data and information to maintain its accuracy.

3.      Experience of working in an Estates and Facilities, or Space Management team.

How to Apply

To progress through the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification.  Where there are desirable criteria, we would urge candidates to provide 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 throughout the selection process, via automated emails from our e-recruitment system.  Please check your spam/junk folder periodically to make sure you have not missed any of our updates.

What you need to submit

·           A CV.

·           A covering letter which shows examples how you meet all the criteria within the Person Specification.

Contact details

If you would like to have a chat or ask any questions about the role, Helen Richardson-Smith, [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.

·         Provide an excellent and timely service to our students, your colleagues and anyone else you come across as part of your role.

·         Deal with complaints from stakeholders, escalating to line manager, where necessary.

·         Use your experience and problem-solving skills to resolve routine issues with things relevant to your role 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 e.g. data protection when managing data.

·         Use standard office-based devices and applications such as Word, Excel and PowerPoint to deliver services.

·         Update guidance on standard operating procedures followed by the team.

·         Arrange meetings, venues and travel arrangements for other team members.

·         Process, update and maintain key business information and documentation.

·         Record data and information accurately and prepare updates and reports for stakeholders, as required, including confidential and sensitive information to support evaluation and decision-making.

Teamwork

·         Resolve 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 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.

Communication/Liaison

·         Seek feedback from students, staff and anyone else that you come across as part of your role on their requirements from your service to ensure that their reasonable expectations are being met.

·         Record information and respond to queries which you receive.

·         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.

·         Provide comprehensive support for meetings, working groups and committees, such as preparing and sending documents for meetings, drafting reports and taking minutes.

·           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 , 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.