Administrative Assistant

Salary: £24,900.00 - £26,338.00  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: 7 September 2025

The role

This is a great opportunity to join our Academic Services Admin Team who provide high quality administrative support for our Academic Services Directorate, which is made up of the University Library and the Learning and Teaching Development Service.

We are looking for someone with excellent organisational, communication and interpersonal skills, and the ability to work under pressure with accuracy and attention to detail in a busy office environment.  You will be member of a high performing team providing excellent administrative services to colleagues across the directorate who are engaged in a broad range of activities and functions.

To find out more about what we do, please see http://www.ncl.ac.uk/library/ and https://www.ncl.ac.uk/ltds/

This post is suitable for blended working.

For an informal discussion about the role, please contact Sharon Robinson

To apply for this role, please upload your CV and cover letter, evidencing how your skills and experiences align to the person specification, as outlined within the job description.

Key Accountabilities

• To carry out a range of administrative support tasks to a high standard, to meet deadlines and in-line with University policies and procedures.  Tasks include: scheduling and minute taking of a variety of meetings workshops and other events across Academic Services; diary management; producing weekly newsletters, receiving visitors; maintaining spreadsheets; and producing standard correspondence.
• To assist colleagues in the production and administration of web forms, spreadsheets and mailing lists. 
• To respond professionally to telephone calls, e-mails and personal enquiries from staff, students and external enquirers, answering queries where possible and referring on where appropriate.
• To purchase goods and services required by Academic Services, in line with University regulations including stationery, business travel and accommodation.
• To review and update Admin Office procedures, forms, ‘How to Guides’ and other information as required. To assist the Academic Services Operations Manager in identifying, creating and implementing new procedures and workflows.
• To support library managers by maintaining databases and spreadsheets to satisfy internal and external reporting requirements, e.g. SCONUL Statistical return, Customer Service Excellence.
• To provide cover for the wider Academic Services admin team as and when required.

The Person (Essential)

Knowledge, Skills and Experience 

• Excellent IT skills including Microsoft Office (Word, Excel, Outlook)
• Excellent organisational skills
• Ability to use initiative and take a flexible attitude to work demands and customers
• Ability to work calmly and effectively under pressure
• Good written, oral and interpersonal communication skills
• Accuracy and attention to detail
• Experience of working in an administrative role, supporting senior managers and several different teams
• Working flexibly as part of a team
• Experience of managing conflicting priorities and meeting deadlines.

Attributes and Behaviours

Team-working

• Shares relevant and useful information with others
• Supportive of team decisions
• Respects the value that different views bring to the team

Communicating

• Is factually correct and gives consistent information
• Chooses communication tools appropriately e.g. selective use of emails and other channels of communication

Planning and Organising

• Plans workload and tasks in a systematic way
• Ensures that others know how process and systems work

Finding Solutions

• Uses initiative to sort things out and refers to others as necessary

Delivering Services

• Sees other Services, students, external stakeholders and colleagues as “customers” and follows through on enquiries and requests
• Co-operates with others in achieving targets
• Pays attention to detail
• Strives to deliver high quality results

Qualifications

• Good level of literacy and numeracy (min 5 GCSEs inc Maths and English grade C or above or equivalent)

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 of 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.  We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

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

Requisition ID: 28485