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Administration Assistant

Requisition ID:  25020

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Part Time
Posted Date:  24-Jan-2023


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


What’s in it for you? 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.


Newcastle is an inclusive global University community 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.


Newcastle University is committed to being a fully inclusive Global 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 everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


Salary: £21,197 with progression to £22,662 per annum, pro rata.


Closing Date: 08 February 2023


The Role


The University’s Vision and Strategy sets out an ambitious and exciting journey, to be a people focused, world-leading university that harnesses academic excellence, innovation and creativity to advance knowledge and provide benefits to individuals, to organisations and to society as a whole. 


The purpose of this new role is to provide a comprehensive administrative support to a visually impaired senior lecturer working in clinical research and teaching, using existing administrative skills to make a difference to a colleague’s working life.


This role will be for 8 hours per week (21.62% FTE per week) with the hours of work to be agreed mutually with the senior lecturer and the post holder.  This is a fixed term post available for approximately 2.5 years (depending on the agreed start date).


For informal enquiries, please contact Bev Hall (Operations Manager) at


Key Accountabilities

  • Support the Senior Lecturer in the delivery of administrative activity
  • Assist the Senior Lecturer with reading out the written notes from medical records on sensitive medical related research topics  
  • Assist with all filing and management of all associated study paperwork and documents.
  • Assist the Senior Lecturer in scanner protocol development by reading out the display of the scanner computer and operate following the instruction.
  • Provide support with student handwritten course work by reading out the handwritten course notes from the student.
  • Provide general administrative support as required with meetings, seminars (often in different locations), navigating and bringing key written information to the attention of the Senior Lecturer.
  • Provide note taking at Senior Lecturer’s annual appraisal.
  • To undertake other reasonable duties or responsibilities as requested by the Senior Lecturer


The Person (Essential)


Knowledge, Skills and Experience

  • An ability to work with the colleague with disability
  • Experience of managing confidential and/or sensitive information with tact and discretion, and a working knowledge of data protection GDPR requirements
  • Excellent organisational, interpersonal and communication skills, including the ability to triage queries and issues efficiently
  • Excellent IT skills with proficiency in the use of Microsoft Office (especially Outlook, Excel, and Word) products and aptitude for development in and use of core software and data systems (preferably SAP)
  • Demonstrable administrative skills, including experience of establishing and maintaining filing systems (electronic and paper), servicing committees etc.
  • High attention to detail with a commitment to data accuracy and integrity
  • Ability to work quickly and accurately to tight deadlines whilst paying attention to detail
  • To work flexibly as required by the demands of the post


Attributes and Behaviour

  • Understands the University values and guiding principles
  • People orientated, is approachable and has a positive ‘can-do’ attitude
  • Has a patient, sensitive and empathetic manner
  • Provides a punctual and reliable service
  • Works in partnership with others and has excellent interpersonal and organisational skills
  • Demonstrates high energy and commitment to delivering an excellent service
  • Has a positive attitude towards continuous process improvement
  • Sees other areas and people as ‘customers’ and follows through on enquiries and requests
  • Demonstrates resilience to the demands of the role and pace of change
  • Promotes a culture of mutual respect



  • Grade A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications with some work experience or significant relevant work experience in the unit or a comparable setting





The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University is also a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 25020