Operations Administrator

Salary: £25,285 to £25,948 with progression to £27,396 per annum

Newcastle University is a great place to work, with excellent benefits . We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Closing Date: 24 May 2023

The Role

The Student Success Unit is part of the Academic Hub and comprises the Careers Service, Student Life and the Lifelong Learning and Apprenticeship Hub.

You will support the day-to-day operational activities of the unit and the related management teams by ensuring administrative processes are followed, maintained, and reviewed.

Informal enquiries should be directed to Claire Beadling, Office Services Manager: claire.beadling@newcastle.ac.uk

Key Accountabilities Support the operational delivery of all unit administrative processes in a responsive and professional manner Provide PA support, diary management and travel booking Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate. Duties may include purchasing office supplies, producing/co-ordinating management information, risk assessments and managing health and safety requirements Manage records relating to the unit, taking responsibility for maintaining databases of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered / recorded Coordinate People Services procedures for the unit, including sickness absence, reviews, compliance, annual leave administration Support the Heads of Unit, management team and King’s Gate building team by distributing internal communication and keeping mail bases up to date Work with IT and Finance to ensure that the approvals for internal financial systems are kept up to date Act as a point of contact for unit and building requests, ensuring that supplies are maintained, and issues escalated Work with the King’s Gate Building Team, providing cover and support Co-ordinate recruitment process to ensure operations staff action necessary elements of the recruitment process, to ensure staffing gaps are as limited as possible and new staff can have access to all relevant systems on their first working day Other tasks as allocated by the unit’s management team

The Person

Knowledge, Skills and Experience
Strong interpersonal skills required to communicate both in person and in writing
Excellent planning and organisational skills
Able to work as part of a team, developing close and effective working relationships with internal and external colleagues
Proven ability to adopt an active approach to problem solving
Numerate, with good IT skills and able to manipulate and analyse information for management use
Ability to complete complex tasks to tight deadlines
Experience of administration in a large organisation
Proven experience of establishing, reviewing, and monitoring administrative and operational systems in a support environment
Experience of managing a broad range of issues and juggling conflicting priorities
A proactive and customer focused approach

Attributes and Behaviour
Communicating
Uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two-way communication process
Influencing Persuades, convinces and influences others in order to achieve results and gain support
Planning and Organising
Manages time and resources by prioritising and organising effectively
Finding Solutions
Generates a range of viable options and decides on an appropriate course of action that best fits organisational and area goals
Team Working
Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued

Qualifications (essential)
Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or Substantial relevant work experience in the unit or a comparable setting

Newcastle University is a global University where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.

In addition we are a member of the Euraxess initiative supporting researchers in Europe.

Requisition ID: 25447