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Job Details:
Company name : Durham University
Position Name : Personal Assistant
Location: Durham
Job ID : 2449b68f6a4b05c5
Description : Personal Assistant (Job Number: 22000041)
HR & OD
Grade 5: – £22,847 – £26,341 per annum
Open-Ended/Permanent – Full Time
Contracted Hours per Week: 35
Closing Date: 16-Feb-2022, 5:59:00 PM
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.
The Department and role purpose:
People are the most important asset of Durham University and our HR Department is pivotal in ensuring that we attract, recruit, develop, reward and retain the very best talent from across the world into our University community. Building on our bold and ambitious University Strategy, a key role of HR is to secure the University’s strategic aim, ‘to be a world leading employer’ by ensuring that our staff can reach their full potential. The HR Department plays a lead role in creating a working environment for our staff (and potential staff) which is supportive, stimulating and informative which provides for creative and innovative employment practices and opportunities. Our aim is to make sure that Durham University is a great place to work.
OUR GOALS
We will:
Oversee a workforce which can effectively and efficiently deliver the University Strategy;
Attract, retain and reward the very best talent for every role in the University;
Develop colleagues at every level to ensure that staff are supported to realise their potential and understand their contribution to the University’s goals;
Make sure that the University has an increasingly diverse workforce and that all staff are demonstrably valued, engaged and treated equally and fairly; and
Promote the well-being of all of our workforce.
The purpose of this role is to provide a comprehensive personal/administrative support to members of the HR Senior Management Team. The post holder will be responsible for providing full administrative support with activities, ensuring that records are accurately maintained in accordance with policy and legislation. The post holder will provide a first class, customer focussed PA service to senior managers and other staff where appropriate.
The post holder will provide full administrative support to Academic Progression and Promotion as well as reviewing processes and procedures as part of this process.
Core responsibilities:
Act as a point of expertise for other members of the team and the wider HR team.
Plan and organise own workload with or without involvement with project work streams.
Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
Respond to stakeholder needs to deliver and shape an excellent stakeholder experience.
Apply theory and practice, from academic and professional development and previous knowledge within a service team.
Contribute to collaborative decision making within the team with service provision to deliver an excellent stakeholder experience in accordance with policy and procedures.
Work collaboratively across the organisation and/or externally with colleagues and stakeholders to deliver a service.
Provide guidance and advice to resolve problems and queries for a broad range of service users.
Collaborate with team members to implement service alterations.
Organise and schedule resources, activities and events.
Identify priorities and monitor processes and activities to ensure success.
Provide more in-depth independent research and analysis activities within the role.
Analyse work activities to ensure the effective and efficient use of capital and consumable equipment and resources.
Provide demonstrations and instruction to others outside the team.
Support the capture of business requirements from users and work with colleagues to translate these into recommendations for future service provision.
Liaise with contacts and participate in networks and communities internally and possibly externally, contributing to effective collaborative working.
Advise others and make recommendations into work processes and procedures for consideration by senior management to improve services.
Role responsibilities:
Deliver a comprehensive PA service to members of the HR Senior Management Team to ensure the effective and efficient running of business processes and systems, which includes:
Diary Management
Comprehensive communication and written skills with the ability to draft responses to e-mails and other correspondence.
Extensive knowledge of Microsoft Office producing high quality documents such as reports, presentation and spreadsheets
Provide support to members of the Senior Management Team with specific projects or activities as and when required.
Monitor and evaluate service delivery to ensure compliance with regulatory and professional procedures and standards.
Collaborate with colleagues across professional and administrative areas to ensure seamless service provision.
Provide training to team members on data handling and recording.
Monitor data accuracy checks to identify anomalies and ensure the integrity of data and information.
Update data and information on systems and media for recording, storing, communicating and informing service users and team members in line with data protection, UKVI and confidentiality requirements.
Work with internal and external partners to deliver cross-functional administrative, business and financial work streams.
Work with internal and external partners to deliver cross-functional services and activities.
Analyse data and statistics and provide reports for higher level decision makers.
Accurately record information and data and disseminate within internal networks including providing Committee administrative support.
Contribute to the development and implementation of policy and procedures within own area of working.
Prepare written reports for consideration by management where required.
Any other reasonable duties.
Specific role requirements
The post holder may occasionally be required to work outside of office hours in order to support the HR Senior Management Team in the performance of their duties.
Maintain confidentiality and discretion at all times.
Working Arrangements
At Durham we recognise that our staff and students are our greatest asset and we want to support the health and wellbeing of all. Hybrid working supports this ethos and provides many benefits to our colleagues, including empowering people, where their role allows, to work in a manner which is more suitable for them, whilst encouraging our commitment to environmental sustainability.
Depending on the needs of the business and the job role, Durham University is piloting hybrid working for all Professional Services colleagues in the academic year 2021/2022, which may include the opportunity to work both on and off campus and to flex working hours. If appointed to the post, your line-manager will discuss the specific arrangements with you. Any hybrid arrangements are non-contractual and may change within the pilot and when the pilot ends.
Reward and Benefits
To support the delivery of the University’s People Strategy to attract, retain and reward the very best, we offer a fantastic range of rewards and benefits to our staff, including:
27 days annual leave, plus 4 customary days and 8 bank holidays (pro-rata for part time) and the option to purchase additional leave;
Automatic enrolment into a pension scheme;
Corporate and local discounts;
Wellbeing resources and discounted health benefits;
Health discounts on sports and activities at Maiden Castle Health and Activity Centre;
Reward and Recognition Schemes;
Personal and career development;
And SO much more, with further information available here
Recruiting to this post
In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification. In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.
Please note that some criteria will only be considered at interview stage.
How to apply
We prefer to receive applications online.
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 https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.
Information if you have a disability
The University welcomes applications from disabled people. 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, adjustments will be made to support people within their role.
If you are unable to complete your application via our recruitment system, please get in touch with us on e.recruitment@durham.ac.uk.
What you are required to submit
1. A CV;
2. A covering letter which details your experience, strengths and potential in the requirements set out in the essential and desirable criteria;
Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.
Contact details
For further information regarding this post, please contact; Jill Harker – jill.harker@durham.ac.uk
Contact information for technical difficulties when submitting your application
If you encounter technical difficulties when using the online application form, we prefer you send enquiries by email. Please send your name along with a brief description of the problem you’re experiencing to e.recruitment@durham.ac.uk
We will notify you on the status of 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 ensure you receive all emails.
At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work. 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.
As a University we foster a collegiate community of extraordinary people aligned to the University’s values. Equality, Diversity, and Inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do. 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, and in doing so, recruit the world’s best candidates from all backgrounds and identities. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.
Person specification – skills, knowledge, qualifications and experience required
Essential Criteria
Excellent oral and written communication skills and the ability to develop effective working relationships, both internally and externally.
Proven IT skills, including use of Microsoft Office.
Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
Evidence of personal development to maintain skills.
Post-16 qualification or equivalent experience.
Relevant administrative experience in a busy office environment within a complex organisation.
Demonstrable ability to proactively work with team members to ensure the delivery of high quality services.
Experience of working on the front line with service delivery, and the ability to work under pressure and meet tight deadlines without compromising on quality.
Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
Ability to solve problems as part of a team and resolve issues, plan solutions and make pragmatic decisions.
Ability to effectively network and exchange advice and information for development purposes.
A high level of attention to detail and accuracy.
A high level of trust and discretion and the ability to maintain confidentiality.
Helpful, friendly personality with the ability to build positive working relationships and deal effectively with staff at all levels.
Demonstrable effective time management, workload organisation and prioritisation skills, with the ability to manage conflicting priorities.
Ability to maintain systems and embrace new technology.
Realising Your Potential Approach
Finding Solutions
The Realising Your Potential Approach clarifies the behaviours expected to be demonstrated by all staff across Professional Services in the University regardless of their role. Along with the core responsibilities, role responsibilities and the person specification, the Realising Your Potential Approach behavioural indicators are used to inform the recruitment and selection process. Further information on the Realising Your Potential Approach is available here.
Durham University
OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.
OUR VALUES: We are inspiring, challenging, innovative, responsible and enabling.
Durham University is one of the world’s top universities with strengths across the Arts and Humanities, Business, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people’s lives.
The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.
Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.
It is expected that all staff within the University:
Contribute to our learning culture by engaging in mentoring, training and coaching.
Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
Have due regard to Health and Safety requirements appropriate to grade and role.
Family key attributes
Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.
Overall family purpose
Deliver direct and indirect services to stakeholders.
Provide advice and answer queries as part of an enquiry-desk/help-desk function.
Respond to and manage requests for information and resources.
Deliver services to meet regulatory requirements and procedures.
Plan and deliver a joined-up approach to University business and people services.
Align business processes and services to meet operational and strategic policy objectives.
Deliver business processes to ensure effective management, governance and the economic viability of the University.
Encourage, collaborate and participate in the development of productive cross-institution relationships and working.
Provide excellent professional services that meet strategic and operational goals and business needs.
Carry out monitoring, analysis, development and planning to design new services and service updates for continuous improvement whilst meeting changes in regulations.
Engage with specialist professionals, consultants, and suppliers to exchange knowledge and facilitate partnership working.
Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
Engage and encourage participation with external professionals, schools, alumni and donors.
Link to key strategic plan
An economically sustainable approach to delivering Professional Services across the University;
A joined-up approach to University professional services, regardless of location or line management;
A culture and practice of continuous improvement;
Design services that meet business need;
A stakeholder-focused orientation, offering satisfying careers to all staff;
Support and facilitate programmes that offer intellectual challenge, cohesiveness and a strong sense of progression;
Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.
DBS Requirement: Not Applicable.
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