Deputy Head of Admissions Systems, Reporting and Analytics

The University

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. We believe that inspiring our people to do outstanding things at Durham enables Durham people to do outstanding things professionally and personally.  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.

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

The Role and the Department

The Deputy Head of Admissions Systems, Reporting and Analytics will support the strategic and operational delivery of admissions-related systems, reporting frameworks, and applicant data analysis across the University. This role is integral to the University's mission to provide a high-quality applicant experience and maintain compliance with data and regulatory standards.

Working closely with the Head of Admissions Systems, Reporting and Analytics, the post-holder will coordinate daily operations, lead specific system development or reporting projects, and act as a key contact for system users. They will support process improvement initiatives and the implementation of a new undergraduate admissions system.

The role involves extensive cross-departmental collaboration, particularly with Academic Registry, Admissions teams, Computing and Information Services (CIS), and academic departments. The Deputy Head will line manage four members of staff and deputise for the Head as required.

The post-holder will report to the Head of Admissions Systems, Reporting and Analytics.

Working Environment

Durham University supports a hybrid working environment to promote work-life balance and flexibility. This role is expected to spend a minimum of 40%25 of their working time on-site at the University. This arrangement allows for essential face-to-face collaboration, team management, and engagement with stakeholders, while also providing the flexibility to work remotely. The exact working pattern will be agreed upon with the line manager and may vary depending on the needs of the role. 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: 

·       30 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 42 days per year.  

·       We offer a generous pension scheme. As a new member of staff you will be automatically enrolled into this University Superannuation Scheme (USS).

·       No matter how you travel to work, we have you covered.  We have ample parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.

·       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. 

·       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).

·       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.

·       A salary sacrifice scheme is also available to help you take advantage of tax savings on benefits.  

·       If you are moving to Durham, you may be eligible for help with removal costs and we have a dedicated team who can help you with the practicalities such as house hunting and schools.  If you need a visa, we cover most visa costs and offer an interest free loan scheme to pay for dependant visas.

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.

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.

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:  

Essential Criteria

Qualifications and Experience

1.       Experience working with student information or admissions systems in a Higher Education environment.

2.       Demonstrable experience supporting system development or business change initiatives.

3.       Understanding of data management, reporting, and compliance obligations (e.g. HESA, UCAS).

4.       Experience of managing or supervising staff or projects.

5.       Degree-level qualification or equivalent practical experience.

Skills, Abilities, and Knowledge

6.       Competence in handling and analysing student or applicant data.

7.       Familiarity with systems such as CRM platforms, student records systems, or business intelligence tools like Power BI.

8.       Strong communication and stakeholder engagement skills.

9.       Ability to manage competing priorities and deliver outcomes on time.

10.       A commitment to continuous service improvement and enhancing user experience.

Desirable Criteria

11.       Experience of contributing to large-scale systems implementations or migrations.

12.       Knowledge of regulatory and statutory data returns in UK Higher Education.

13.       Understanding of project management principles.

14.       Postgraduate or technical qualification relevant to data, systems, or higher education administration.

How to apply
  
To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. It will be at the discretion of the recruiting panel as to whether they will also consider any desirable criteria, but we would urge candidates to provide evidence for all criteria.  Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.   
  
Submitting your application 

We prefer to receive applications online.   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.
  
What you need to submit   

•    A CV: and   
•    A supporting statement which outlines how you meet all of the criteria within the Person Specification.    

Contact details   
  
For a chat about the role or any further information please contact Millie Thomas camille.e.thomas@durham.ac.uk or Orla Thompson orla.thompson@durham.ac.uk 

Key Responsibilities

Service Delivery and Development

·       Show a commitment to equality, diversity and inclusion and the University’s values.

·       Develop and apply an in-depth understanding of university policy and external developments when carrying out your role. For example, support the management and enhancement of the University’s admissions systems, including CRM and Power BI tools.

·       Use your professional knowledge and experience as a Student Recruitment and Admissions professional to shape processes and develop systems. For example, lead designated workstreams relating to the implementation of a new undergraduate admissions solution.

·       Use your managerial and leadership expertise to identify priorities to achieve the required outcomes.

·       Act as a key liaison with CIS to ensure system integrity, usability, and security.

·       Manage quality and regulatory audits of systems and procedures. For example, monitor and promote adherence to internal data quality frameworks and external reporting standards, including UCAS and HESA.

·       Initiate and manage business process reviews to improve the service in your area. For example, work with stakeholders to identify and implement system and process improvements that enhance applicant experience and operational efficiency.

Planning and Organisation

·       Contribute to the development of operational plans relevant to Student Recruitment and Admissions systems development activities in line with institutional strategy.

·       Oversee the analysis of data about the service levels provided by your area and make recommendations for improvement in reports to senior managers and committees.

·       Coordinate delivery timelines, gather user requirements, and support business analysis activities.

·       Help define and monitor KPIs relevant to admissions system performance and reporting outputs.

·       Contribute to the preparation of documentation and materials for committees, reviews, and audits.

·       Allocate and monitor designated budgets, expenditure and resources.

Leadership and Team Development

·       Manage and develop the people, performance and resources of your team to ensure that a customer focussed service is provided. This will involve the line management of four team members, providing clear objectives, guidance, and development opportunities.

·       Help shape the skills and expertise needed to deliver a professional service by recruiting, inducting and training team members and structuring the team in way that will best meet operational and strategic priorities.

·       Ensure that your team can deliver the required services by devolving and delegating responsibilities to appropriate team members.

·       Carry out regular performance reviews to provide feedback on objectives and expectations and identify any development needs.

·       Handle most HR issues and support the welfare and wellbeing of your team referring more complex issues to specialist services or more senior managers.

·       Promote a positive working culture and act as a role model for professional standards within the team.

·       Deputise for the Head of Admissions Systems, Reporting and Analytics as required, including attendance at meetings and external engagements.

Communication and Liaison

·       Use your professional knowledge to identify and recommend priorities for long-term business plans.

·       Provide professional guidance and advice when managing Student Recruitment and Admissions Systems queries. For example, act as the first point of contact for queries related to admissions systems and reporting.

·       Design creative and innovative communications to promote and increase engagement relating to Student Recruitment and Admissions Systems.

·       Influence University policy, standards and governance by leading operational business meetings, working groups and sub-committees.

·       Create strong working relationships, including internal and external networks, using your networks to increase your knowledge and skills, swap information with peers and positively influence the University’s reputation. For example, build and maintain strong relationships with colleagues across Admissions, Academic Registry, and CIS.

·       Communicate technical issues and updates clearly to non-specialist audiences.

·       Coordinate training, guidance, and documentation for system users.

·       Any other reasonable duties.

 
MATERNITY COVER 

Appointment to this post is fixed term to cover the substantive post holder’s maternity leave and is not anticipated to be extended.

SECONDMENT

The post is full time, fixed term for an 11 month period and may be offered on an internal secondment basis subject to the agreement of the current line manager.
If an internal member of staff is appointed to this role on a secondment basis, for pension purposes this will be processed in line with Step-Up arrangements.  For further details please click here.

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 Job Applicants/Potential Job Applicants - Privacy Notice   which provides information on the collation, storing and use of data.  

Durham University is a UKVI sponsor. Applicants who require sponsorship to work in the UK should note that not all roles are eligible. Further information on visa requirements and eligibility can be found on the UKVI website.