College Administration Coordinator

at  Durham University

College Administration Coordinator (Job Number: 24001922)
John Snow College
Grade 5: - £26,642- £29,659 per annum
Open-Ended/Permanent - Full Time
Contracted Hours per Week: 35
Closing Date: 20-Nov-2024, 5:59:00 PM
Disclosure and Barring Service Requirement: Not Applicable.

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 asterisk* next to it, it may be given additional weighting when your application is considered.
Your application should cover the following criteria:

QUALIFICATIONS/EXPERIENCE

1. Excellent oral and written communication skills and the ability to develop effective working relationships, both internally and externally.
2. Proven IT skills, including use of Microsoft Office.
3. Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).
4. Relevant administrative experience in a busy office environment.
5. Demonstrate experience of providing line management, oversight, coordination within an office environment.
6. Demonstrable ability to proactively work with team members to ensure the delivery of high quality services.
7. Demonstrable ability to provide advice and guidance to a range of customers and colleagues.
8. 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.
9. Ability to effectively network and exchange advice and information for development purposes.

THE ROLE AND THE DEPARTMENT

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.
The postholder will be involved in a wide range of activities aimed at furthering the College and University strategy, especially in relation to the effective administration of the college.
The College Administration Co-ordinator will provide an efficient and effective administrative support service to the college management team, will be a primary contact for the college student body, and will support the work of the common rooms and their executives

CORE RESPONSIBILITIES:

• Act as more knowledgeable team member with some oversight and responsibility for the student support office.
• Resolve queries and requests for information and advice from students and escalate more specialist and complex queries or issues to more experienced team members.
• Provide advice, guidance and training where necessary to our student support administration team to disseminate and share practice.
• Provide feedback to members of the student support administration team about the monitoring and achievement of team objectives and performance expectations.
• Contribute to the ADR process, assisting with the identification of development needs where appropriate.
• Supervise the implementation of changes to College service operating procedures and practice.
• Contribute to collaborative decision making within the team with joint planning and team objectives to meet excellence in the stakeholder experience.
• Provide feedback to team members about the monitoring and achievement of team objectives and performance expectations.
• Work collaboratively across the organisation and/or externally with colleagues and stakeholders to deliver College administration services.
• Provide guidance and advice to resolve problems and queries for a broad range of service users.
• Plan and organise own workload and activities for others with or without involvement with other project work streams.
• Organise and schedule resources, activities and events.
• Analyse work activities to ensure the effective and efficient use of capital and consumable equipment and resources.
• Liaise with contacts internally, particularly academic departments, faculties and professional support departments and possibly externally to build links to pass on information for effective working.
• Advise others and make recommendations into work processes and procedures for consideration by senior management to improve services.

ROLE RESPONSIBILITIES:

• Deliver administrative support services to ensure the effective and efficient running of business processes and systems.
• 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.
• 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.
• 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 such as the admissions cycle, Open Days and Freshers’ Week.
• Analyse data and statistics and provide reports for higher level decision makers.
• Accurately record information and data and disseminate within internal networks including committees.
• Arranging, minuting and servicing a range of college meetings.
• Contribute to the development and implementation of policy and procedures within own area of working.
• Any other reasonable duties.

SPECIFIC ROLE REQUIREMENTS

The postholder will on occasion be required to be available in the evening and weekends to participate in some College functions.
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