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Administrative Assistant

Requisition ID:  1160

Newcastle, GB

Contract Type:  Open Ended
Posted Date:  06-Nov-2019

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.


Salary: £18,709 - £19,612

Closing Date: 20 November 2019



The role


Working in the University Library, you will be a member of a team providing secretarial and administrative support for all areas of the Library service, including the Writing Development Centre.

You will possess a minimum of 5 GCSEs (including Maths and English) at Grade C or above or equivalent.   A good knowledge of Microsoft Office applications is essential.

Excellent organisational, communication and interpersonal skills are essential as is the ability to work under pressure with accuracy and attention to detail in a busy office environment.

Relevant experience of working in an administrative role and as part of a team is also an essential requirement.



Key Accountabilities

  • To carry out a range of administrative support to a high standard, within deadlines and in-line with library/University policies and procedures.  Includes typing, photocopying, filing, producing the weekly newsletter for circulation, maintenance of databases, reception of visitors, incoming and out-going mail and producing standard correspondence.
  • To assist Library staff in the production of web forms, spreadsheets and mailing lists.
  • To provide secretarial support to Library Services meetings, including preparation of agendas and minute taking and diary management.
  • To respond 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 the Library, 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 Office Manager in the creation and implementation of new procedures and information.
  • To support library managers by maintaining databases and spreadsheets to satisfy internal and external reporting requirements, e.g. SCONUL Statistical return, Customer Service Excellence, Investors in People. Health and Safety and Building.
  • To provide cover for the wider Library administrative 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 Behaviour

  •  Shares relevant and useful information with others
  • Supportive of team decisions
  • Respects the value that different views bring to the team
  • Is factually correct and gives consistent information
  • Chooses communication tools appropriately e.g. selective use of emails and other channels of communication
  • Plans workload and tasks in a systematic way
  • Ensures that others know how process and systems work
  • Uses initiative to sort things out and refers to others as necessary
  • 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



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


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff 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.

Requisition ID: 1160