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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. We believe that inspiring our people to do outstanding things at Durham enables Durham people to do outstanding things professionally and personally.

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. 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

As Executive Assistant, you will contribute to the efficiency of the Directorate by providing personalised and timely support to our Senior Leaders. You will provide a high-level, comprehensive, and confidential administrative support service, primarily to the Director of Estates and Facilities. However, you will also work closely with the Director of Estates Operations and other members of the Senior Leadership Team, as required.

To be successful in this role, you should be well organised, have great time management skills and be able to act without guidance. You should be resourceful, innovative and proactive, thinking independently to make decisions under pressure. You will need good communication skills to share information efficiently and effectively.

Working in a challenging and fast-paced environment, you should demonstrate a mature and flexible approach, working both independently and as part of the Business Support team. You will provide absence cover and support to the Senior Business Support Administrator and Business Support Team Leader, during periods of absence, and can expect the same in return.

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

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.

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.

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. It will be at the discretion of the recruiting panel as to whether they will also consider any desirable criteria, but we would urge candidates to provide evidence for all criteria.

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 of the criteria within the Person Specification.

Contact details

For a chat about the role or any further information please contact Lesley Ash, Senior Business Support Manager, [email protected].

Further information about the role

• Provide specialist support with problem solving and query handling, ensuring a high degree of discretion and confidentiality, when dealing with highly confidential and sensitive information, inside and outside the University.

• Reactive and proactive service provision with others to deliver an excellent stakeholder experience.

• Interpret, and present information, data, equipment and resources.

• Monitor and report incidents.

• Carry out more in-depth investigations, searches and research information and data to identify trends and patterns.

• Accountable for maintaining financial and budget records and reconciling consumable expenditure queries.

• Involved in the purchase and return of goods and services.

• Ensure projects, activities, and documents comply with internal University and external regulation, policy and procedures.

• Ensure accuracy by instituting recognised and routine checks, assessment criteria and techniques.

• Record and analyse data, statistics and information accurately, prepare reports and distribute information to key stakeholders in the process or service.

• A commitment to equality, diversity and inclusion and the University’s values.

• Plan and organise own workload working flexibly, as part of a team, supporting other members at peak times and during colleagues’ absences

• Implement and monitor protocols, procedures, processes and regulations.

• Implement and monitor recognised procedures to ensure compliance and meet University values of inclusion, diversity and participation.

• Manage and organise professional business and administrative service processes, activities, events and/or resources to achieve defined targets and outcomes.

• Develop, implement and enforce recognised policies and procedures to ensure compliance, co-ordinate effort and contribute to team goals.

• Support the capture of business requirements from users and work with colleagues to translate these into recommendations for future service provision.

• Work closely with the Business Support Team Leader and Senior Business Support Administrator, particularly during periods of absence, to monitor progress with actions and ensure a seamless service is provided to the Senior Leadership Team.

• Relationship building, network participation internally and externally to build and update knowledge and skills.

• Engage with external peers and specialists to exchange knowledge and information.

• Supervise service users and stakeholders undertaking activities, events, project work and exhibitions.

• Contribute to, and support, business meetings, working groups and committees to help shape service delivery and stakeholder expectations.

• Use a range of digital media and tools to communicate with a diverse range of key stakeholders, both verbally and in written format who may need to access information across different geographic and time zones.

• Develop, plan and deliver internal and external events and activities for stakeholders.

• Establish, maintain and develop productive and ongoing relationships with stakeholders to influence perception of the University.

• Experienced service practitioner, planning and coordinating projects and work streams with inter-related activities.

• Take responsibility for day-to-day decision making within own area of responsibility for operational aspects of service delivery, translating external requirements into practical application and advice.

• Provide professional guidance and advice to staff and students with the operational running of processes, data and information recording and assessment data.

• May be required to work evenings and weekends, as business demands.

• Any other reasonable duties.

Useful links

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.

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

Desirable Criteria