Job Description

The University

At Durham University, we are proud of our people, because they are at the heart of our globally outstanding institution, which is a key part of our local community. We inspire our people to do extraordinary things and we invite you to join our fantastic team.

Across the University, we have a huge variety of roles and responsibilities, which together make us one large and successful community. 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.

At the University we promote and actively champion equality, diversity and inclusion. It is crucial that everyone can be themselves and can flourish in an environment where everyone respects each other and is treated fairly. We want our people and wider community to feel happy, secure and proud to be a part of Durham. We are looking for the same values in you.

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. For more information on our EDI strategy and values, click

The Role and Department

The Department:

Durham Energy Institute (DEI) is a multi-disciplinary research institute that works across all faculties at Durham University.

Durham Energy Institute delivers understanding, leadership and solutions for energy decarbonisation and the transition to net-zero. Our work helps to achieve several Sustainable Development Goals and the 2030 Agenda of the United Nations. In particular, SDG Goals: 7 for Affordable and Clean Energy; 9 for Industry, Innovation and Infrastructure; 11 for Sustainable Cities and Communities; 13 on Climate Action, and 17 on Partnerships for the Goals.

A key strength of DEI is the world-leading researchers we engage with from science, social science and humanities departments across Durham University to build multidisciplinary teams. DEI works to ensure sustainable and resilient low-carbon energy systems can be developed which meet the needs of different contexts and ensure fair access for everyone.

The DEI\xe2\x80\x99s Centre for Doctoral Training (CDT) in Energy is one of the longest-established CDTs in the UK that facilitates inter-disciplinary cooperation and \xe2\x80\x98live\xe2\x80\x99 (applied) projects for its international cohort of students.

The Role:

This is a key training role within Durham Energy Institute (DEI), providing administrative support to the DEI Management and Executive Teams.

The Apprentice will report to the Institute Manager and will play an important role in the continual development of DEI.

The role of the Apprentice is to receive training to support the DEI Management and Executive Teams in a wide variety of administrative responsibilities associated with both the day-to-day running and longer-term development of the Institute.

The Apprentice will be trained to initiate and carry out a diverse range of administrative tasks, of both routine and strategic nature, focused primarily on the key administrative functions required to retain and enhance the reputation of DEI. The role also requires the post holder to demonstrate the ability to cope with the demands of a complex organisational environment.

The successful candidate will, in addition to existing communication and team skills, have the ability and potential to develop administrative skills. The post-holder will undertake a two-year development programme, leading to a formal qualification in Business and Administration at Level 3.

The qualification will form part of a development plan, created in conjunction with the successful candidate, focusing on the requirements of the Grade 4 role, and taking into account their individual needs. This plan will be regularly reviewed and form the basis of the assessment to move to the Grade 4 role. It is anticipated that the development process will take 2 years to complete, however it may be extended if the University considers it necessary.

Following successful completion of the first part of the necessary on the job training and development plan (one year) the post-holder will move to a Grade 3 Senior Admin Assistant role, the job description for which is available .

Upon successful completion of the Business and Administration at Level 3 qualification and all on the job training the post-holder will move to a Grade 4 Administrator role, the job description for which is available .

This plan will be regularly reviewed and form the basis of the assessment to move to the Grade 4 role. The development plan may be extended if the University considers it necessary.

If the post-holder is unable to meet the full requirements of the Grade 4 post at the end of the development process, subject to performance, they may be retained in the Grade 3 post.

The post holder will work within the Durham Energy Institute Admin team.

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 additional to 8 public holidays and 4 customary days per year), a total of 39 days. Including time off 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.
• Discounts 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.
• On site nursery is available and access to holiday camps for children aged 5-16 throughout the year.
• 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.
• The opportunity to take part in staff volunteering activities.
• 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)
• If you are keen on advancing in your role or career, we have a genuine passion for developing our colleagues from qualifications to IT skills, courses and apprenticeships.
• Generous pension schemes.

Qualifications

What you need to demonstrate when you apply

1. To be considered for this role, here are the skills/experience we\xe2\x80\x99re looking for:

2. Good spoken and written communication skills.

3. Good digital skills including the ability to use the internet and email.

4. Four GCSE\xe2\x80\x99s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience).

5. Experience of working in a team.

6. Experience of managing time to meet deadlines.

7. Ability to follow instructions, spoken or written, accurately.

Desirable Criteria

8. Evidence of personal development to maintain skills.

9. Relevant work experience (paid or voluntary).

10. Experience of working in a customer focussed service.

How to Apply

We prefer to receive applications online. When you apply you need to submit a CV and/or a statement that tells us your experience and gives examples of how you meet the criteria above and/or submit the application form and include the information within the form.

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.

Who to contact for more information

If you would like to have a chat or ask any questions about the role or if you are struggling to complete the application process, Lynn Gibson would be happy to speak to you. CONTACT INFO: , telephone 07724 817069.

Typical Role Requirements

Here are the kind of activities that you\xe2\x80\x99ll be asked to undertake and ways in which you\xe2\x80\x99ll be expected to operate.

Service Delivery

• Provide an excellent service to the DEI Executive Team and Management Team by carrying out your tasks using the relevant procedures (which we will provide training for). including, but not limited to: photocopying, typing, scanning, data entry, maintaining diaries, processing orders, answering general queries (face-to-face, email or telephone).
• Be aware of any hazards and risks and report any incidents.
• Log and record routine information and data for use by others.
• Pass on information for use by others.
• Use standard office-based devices and applications such as Microsoft Office 365 (Word, Excel, PowerPoint, Outlook & Teams), Terminal 4 and Oracle to deliver services.
• Assisting in the organising travel, accommodation and meetings for the Director & Co-Directors, Management Team and Fellows of the Institute as well as Advisory Board members and students.
• Assisting in updating of DEI Stakeholder database.
• Supporting the DEI Manager with DEI financial administration such as monthly reconciliation of the DEI credit card and the payment of invoices.
• Assisting in the development of publicity material for DEI public lectures and seminars as well as practical arrangements for these events, such as room bookings, making catering arrangements, booking travel and accommodation for speakers, setting up of lecture theatres prior to public lectures and greeting attendees to DEI events.

Teamwork

• Help and cooperate with the rest of your team.
• Help your colleagues when required with other key activities undertaken within your service for example social media support.
• Help colleagues organise office equipment and resources such as arranging catering and room bookings for meetings.
• Learn new skills and practices from more experienced colleagues.
• Bring any problems to the attention of more senior colleagues.

Communication

• Show a commitment to equality, diversity and inclusion and the University\xe2\x80\x99s values.
• Respond to routine requests for information.
• Use digital devices and apps (such as email) to communicate with students, your colleagues and anyone else you come across as part of your role.
• Answering general enquiries via email, Teams and telephone.
• Assisting in the updating of the DEI website.
• Assisting in the preparation of DEI publicity materials, such as reports & brochures, website articles, MSc advertising posters, social media posts and sourcing of images.
• Monitoring of the DEI social media pages and using internet searches to highlight Durham Energy Institute on social media.

Personal

• Attending job relevant Durham University training sessions, such as minute taking and finance processes.
• 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.

SECONDMENT

The post is full time, fixed term for a two-year period and may progress to a permanent grade 4 role on successful completion of the apprenticeship.

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.

Durham University