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 College

The Colleges and Student Experience Division includes the 14 Maintained Colleges, Experience Durham, the Student Support and Wellbeing Directorate, and the Wider Student Experience Operations Directorate.

Hatfield is Durham University’s second oldest college. Situated on the Bailey, close to the Cathedral, overlooking the River Wear, the College combines a thoroughly contemporary outlook with pride in its historical roots and traditions. It attracts a wide diversity of students, both undergraduate and postgraduate, with a broad range of interests, experiences and backgrounds. Reflecting the College ethos, #AllOneHatfield, all students are encouraged and supported to take up opportunities, to participate, and to contribute to the wellbeing of a thriving community. Hatfield also has an active Senior Common Room, comprising members from both within and outside the University, and a thriving and supportive alumni community.

The post holder will be involved in a wide range of activities, ensuring efficient and effective administrative support for the College management team. They will join a small group of staff in a busy College Student Support Office providing assistance with areas such as student support queries and administration; accommodation administration; student discipline administration; meeting organisation, support and note-taking; and the organisation of events and student enrichment activities including the College mentor scheme and alumni engagement.

The post holder will combine sound administrative skills with an enthusiasm for supporting students and College life more broadly.

Typical Role Requirements

Service Delivery

• Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline student experience.
• Respond to service users and students answering and recording standard queries and bookings for activities and/or events.
• Solve day-to-day routine problems and source background information within the role.
• Operate a booking and enquiry service and process requests finding solutions or escalating queries where necessary.
• Apply professional and regulatory procedures and processes and use of systems.
• Apply standard professional and recognised regulatory procedures to process, check and reconcile anomalies within data and information sets.
• Compile, record, store and archive data and information to ensure the accuracy and safety of information.
• Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking.
• Process and update key business documentation.
• Make venue, catering, travel and/or equipment arrangements for events, meetings and activities.
• A commitment to equality, diversity and inclusion and the University's values.
• Support the admissions cycle, organisation of Open Days and Freshers’ Week.

Teamwork

• Contribute to the planning of team activities, work and deadlines to ensure the smooth running and timeliness of service.
• Record data and information accurately and provide reports as required to team members and more experienced staff.
• Assist team members to organise, plan and prepare for events, meetings and activities.
• Work with team members to ensure the smooth running of administrative processes to support student and business activities.

Communication/Networking

• Provide a responsive and proactive support service for students and stakeholders.
• Flexible in approach to accommodate the needs of team members and/or students and service users.
• Liaise with internal and external suppliers, contractors and professional specialists to pass on information.
• Liaise and collaborate with staff in other areas of the organisation to ensure a seamless, smooth and efficient service.
• Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
• Liaise with representatives from other service areas, professional organisations and agencies where necessary.
• Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats.
• Liaise with internal and external suppliers and specialists with the organisation, planning and delivery of services, activities and events.
• Any other reasonable duties.

Specific role requirements
The post holder will on occasion be required to be available in the evening and weekends to support College and University events such as Open Days.

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 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 asterix* next to it, it may be given additional weighting when your application is considered.

Your application should cover the following criteria:

Essential Criteria

Desirable Criteria

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

Contact details
If you would like to have a chat or ask any questions about the role, please contact Janet Raine, Senior College Administrator (Tel: 0191 3342601 or E: janet.raine@durham.ac.uk)

Useful links
If you would like further information you may find the following will help

https://www.durham.ac.uk/colleges-and-student-experience/colleges/hatfield/

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.