Senior Systems and Administration Assistant at DURHAM UNIVERSITY

Operations Department

3rd year: – £18,212 to £19,623 per year
CDI/CDI – Full time

Contract hours per week: 35

Closing Date: 25-Apr-2022, 06:59:00

The department and the purpose of the role

The College Operations Branch is part of the Colleges and Student Experience Division, which is responsible for providing a world-class student experience to our diverse student community.

The College Operations Branch plays a vital role in providing excellent services and facilities to support the personal development of students. Services provided by the Branch include; catering, housekeeping, reception, security and maintenance, as well as the provision of health and safety and food security management systems.

In addition to offering a highly competitive salary and rewards, a key strategy, embedded within the Management is the continuous development of its people, join us today and have the opportunity to define and grow your career at Durham University.

The Senior Systems and Administration Assistant (formerly known as the Community Catering Coordinator) primarily performs a financial and office/home-based role involving the administration of College purchasing. Main tasks include setting up purchase requisitions through the online procurement system called Acquire, matching delivery notes with supplier prices and purchase orders on Acquire, receiving goods received and providing the college finance team with accurate information on monthly dining expenses as well as processing any purchases. account problems, referring to colleagues for help if needed.

Main responsibilities:

  • Provide highly responsive and/or front line service to stakeholders.
  • Assist team members within a larger service team with job and task rotation or with their own small area of ​​daily responsibility.
  • Respond to service users by consistently logging and logging queries and information in accordance with procedures.
  • Operate a system to record, distribute and distribute resources and information as needed.
  • Help team members focus their efforts on a more regular basis to achieve common goals.
  • Apply skills and techniques to operate and use a range of equipment, tools and resources specific to daily tasks or the job.
  • Follow a pre-determined set of tasks and objectives, with some discretion for variations, referring to team members as necessary.
  • Collect and collate data and information that others can use for evaluation and decision making.
  • Contribute to the storage, set-up and maintenance of facilities, equipment and resources.
  • Liaise with representatives from other teams/service areas as required.
  • Collaborate with team members to identify workflows, deadlines, and where assistance is needed.

Role Responsibilities:

  • Provide frontline service to stakeholders with team members in a defined service area for concentrated periods of time.
  • Use a range of household, office and maintenance tools and equipment effectively and efficiently.
  • Monitor and record changes to work environment and service processes to ensure safety, security and hygiene of service products and services.
  • Follow University identification and security procedures when dealing with new responders in a service area.
  • Provide guidelines to service users on the range of events and activities and how to access them.
  • Complete the professional training necessary to provide service in a retail, restaurant or leisure environment.
  • Apply manual dexterity, physical effort and/or sensory skills to perform work within a defined space or service area.
  • Assist team members as needed to review and update risk assessments.
  • Respond to front-line queries from vendors, stakeholders and contacts as needed.
  • Any other reasonable task.

Specific role requirements

  • Process general catering requests on behalf of the community within the Operations Department
  • Coordinate and place food and non-food requisitions on behalf of the community, in accordance with the supply-to-pay process and the ‘e’ supply system called Acquire.
  • Liaise with suppliers and purchases as required.
  • Quickly and efficiently address and report account issues such as shutdowns via cross-departmental communication, followed by all necessary actions for effective resolution.
  • Gather packing slips, receipts on Acquire, research credit memos, and liaise with accounts payable as needed.
  • Attend meetings with Catering, Accounts Payable, and Purchasing managers on how best to improve or resolve specific account issues, if any.
  • Efficiently gather and communicate monthly expense information to Finance using Excel spreadsheet reports and monthly emails.
  • Assist catering staff in maintaining current and up-to-date stock cards by providing them with the latest product cost data from priced delivery slips or supplier invoices.
  • Run transaction reports from Oracle Financials through the ADI system, sales reports on KX, and various reports on Symphony, our back-of-house EPOS system.
  • Gather stock transfer data from internal stock order forms from various outlets into monthly stock transfer logs.
  • Gather internal trade data in a monthly journal from internal transactions reported by Symphony and spreadsheets from Finance Assistant bank records.
  • Provide clerical and secretarial support such as meeting minutes, filing, photocopying, menu typing, recipe specifications, standard operating procedures and circulating memos.
  • Any other duties that may reasonably be assigned.

Recruitment for this position

Please note that certain criteria will only be considered at the interview stage.

How to register

We prefer to receive applications online.

Please note that by submitting your application, Durham University will process your data. We ask that you consider the relevant university’s privacy statement which provides information on collection, storage and use Datas.

What you need to submit

  1. a resume ;
  2. A cover letter that details your experience, strengths and potential in the requirements stated above;
  3. Examples of how you meet the person’s specifications by answering the questions in the application form. Please ensure you give detailed examples of how you meet these criteria, if required.

Please make sure to submit all the documents listed above, otherwise your application will not be able to proceed to the next step.

Contact details

For more information, please contact; Jennie Brownlow, [email protected]

At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe that our staff should reflect the diversity of the global community in which we work. We welcome and encourage applications from members of underrepresented groups in our workforce, including persons with disabilities, women, and Black, Asian, and minority ethnic communities.

We will notify you of the status of your application at various points in the selection process, via automated emails from our online recruitment system. Please check your spam/junk mail folder periodically to ensure you receive all emails

Person specification – skills, knowledge, qualifications and experience required

Essential criteria

  1. Good oral and written communication skills.
  2. Good computer skills, including the use of Microsoft Office.
  3. At least five GCSEs at Level C or Level Four (or equivalent), including English Language and Maths (or equivalent experience).
  4. Evidence of personal development to maintain skills.
  5. Experience working as part of a team in client-focused service to ensure delivery of high quality services.
  6. Experience managing time to meet deadlines.
  7. Experience providing advice and guidance to a range of clients and colleagues.
  8. Ability to solve problems in a team and solve simple problems.

DBS requirement: Not applicable.

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