Executive Assistant (24001952)

The role calls for a highly motivated and dynamic individual to join the University as Executive Assistant to the Vice-Chancellor and Warden. This is an exceptional opportunity to work closely with one of the most influential leaders in our institution. The role is busy, interesting and varied requiring the provision of high-level and flexible administration support to the Vice-Chancellor and Warden, and on occasion other members of the University Executive Committee (UEC). You will be part of a small team who collaborate closely to promote a sense of camaraderie and trust, encouraging teamwork, innovation and personal growth. The role will be in the Palatine which is in Durham and will combine remote and on-site work. Subject to operational need, the normal expectation is at least three days per week on site, however, the nature of the role will require the role holder to be flexible with their working arrangements., We prefer to receive applications online. We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails,

• Provide a welcoming, professional and collegiate first point of contact for anyone wishing to engage with the Vice-Chancellor and Warden and the wider University, ensuring a positive first impression and ongoing experience.
• Ensure that any procedures and expectations that apply throughout the University are reflected in all aspects of the service provided by the team and adapt ways of working where this is not evident.
• Provide specialist advice and resolve problems relating to the services you are responsible such as last-minute changes, for incoming visitors, or travel itineraries for the Vice-Chancellor and Warden or wider team.
• Use your experience and problem-solving skills to investigate and resolve issues relevant to your role and make recommendations based on your findings.
• Manage, maintain and monitor designated equipment assigned to you either at work or home to ensure safety, security and compliance.
• Provide the best possible service to staff, students and others who you work with by reviewing and making suggestions to improve the service.
• Collect and record data and information accurately and provide reports to senior colleagues.
• Implement any changes or processes to ensure the accuracy and integrity of data and information.
Planning and Organisation
• Plan and organise operational activities carried out by the team which you are responsible for.
• Plan and organise own workload to deliver the role and support the Vice-Chancellor and Warden with the effective planning and organising of their time, workload and travel arrangements, including visa and insurance requirements.
• Supervise the work of stakeholders undertaking activities, events and project work.
• Manage budgets and expenditure including buying (and returning) goods and services and provide related advice and guidance to other staff.
Team Development
• Supervise team members and any other people/resources that are assigned to you and provide an initial response to any related HR issues.
• Explain systems and procedures to induct new starters into the team and provide specialist advice and guidance including any training.
• Contribute to performance review processes by providing feedback on individual and team objectives and expectations and considering any development needs.
Communication/Liaison
• Develop and improve services by taking part in meetings, working groups and committees.
• Create good working relationships, including internal and external networks which allow you to increase your knowledge and skills, while swapping information with peers.
• Build relationships with stakeholders and third-party suppliers to share good practice, exchange information and work together on joint initiatives.
• 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 Privacy Notices - Durham University which provides information on the collation, storing and use of data.

1. Five GCSE's at least Grade C or level four (or equivalent) including English Language and Mathematics or a Post-16 qualification or equivalent experience. 2. Experience and expertise of effective working with Executive-level staff, proactively anticipating their requirements and taking responsibility for diary, travel and inbox management, providing a professional and collegiate service to internal and external stakeholders. 3. Experience of providing advice and guidance to a range of customers and colleagues. 4. Experience of implementing policies and procedures. 5. Experience of supervising/managing a team and/or a line management qualification. Skills/Abilities/Knowledge 6. Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally. 7. Ability to deal with confidential information and exercise the utmost discretion when dealing with sensitive information. 8. Strong digital competence across a range of digital devices and apps including digital communication tools, Microsoft 365 applications, business systems. 9. Committed to continuing professional development. 10. Ability to plan and organise events and activities such as workshops, programmes for high profile incoming visitors, and assist remotely in the organisation of events/travel including activities overseas as appropriate. 11. Ability to solve problems and decide on and plan appropriate solutions. 12. Ability to participate in networks to share and discuss good practice and exchange information. Desirable criteria 1. Knowledge of project management and methodologies 2. Experience of working in a higher education environment.

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. Find out more about the benefits of working at the University and what it is like to live and work in the Durham area on our Why Join Us? - Durham University

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 plus access to holiday camps for children aged 5-16.
• 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.
Discover more about our total rewards and benefits package here. 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