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Administrative Assistant

Requisition ID:  20355

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Part Time
Posted Date:  20-Jun-2022

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: £20,092 with progression to £21,686 per annum, pro rata


Closing Date: 12 July 2022


The Role


The University has a values-led Vision and Strategy which sets out an ambitious and exciting journey: to be a people focused, visibly 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. In order to achieve this vision, we recognise that our people, and our culture are critical to our success.


In line with supporting us to achieve our vision, an exciting opportunity has arisen for an experienced administrator to join our People Engagement and Culture Administration team to support the Colleague Health and Wellbeing Team and provide a wide range of administrative support for them.


You will be responsible for the co-ordination and administration of all aspects of colleague wellbeing events and activities calendar, the mental health and wellbeing training programme, as well as providing general administrative support to the team.


This role is part time – 18.5 hours.


For informal enquiries, please contact Paul Britton (, Head of EDI and Colleague Health and Wellbeing.


Key Accountabilities

•    Administer a variety of events and training activities in accordance with established standards and procedures, using appropriate software as required

•    Produce professional materials for events and activities including workshop handbooks, PowerPoint slides, participants’ information and marketing materials maintaining all accessibility standards

•    Record, monitor and report on events and activities using SAP and the University’s Learning Management System to ensure the effective recording of attendance and participation

•    Evaluate all identified events and activities to ensure high standards are maintained and to measure the impact of these activities. Provide analysis of this evaluation as required to contribute to the review of the wellbeing offer

•    Produce professionally presented management information reports on wellbeing activity so that decisions are well informed by accurate information

•    Produce purchase orders, process goods receipts and invoices promptly using SAP Purchasing and Sales to ensure timely and accurate transactions

•    Be part of the team that covers the reception areas within the team’s locations and provide registration and greeting services at events and activities as required

•    Provide a professional, flexible and efficient response to internal customers and external consultants, whether in person or otherwise

•    To book travel and accommodation as required for colleagues within the People Engagement and Culture Teams

•    To manage agendas and take minutes at meetings and committees as required

•    Provide cover and support for other members of the People Engagement and Culture Admin Team as required

•    To support the People and Engagement Admin Team Leader with the resource planning process to ensure that finances are appropriately and efficiently managed. This includes monitoring budget spends and advising of overspend or underspend

•    To undertake any other duties in line with the university’s People Engagement and Culture agenda as required


The Person 

Knowledge, Skills and Experience

•    Experience of maintaining accurate records using appropriate software
•    Demonstrable skills in Microsoft Office, in particular Outlook, Word, Excel and PowerPoint. Experience of using Sharepoint and T4 are also desirable
•    Experience of managing a large, varied workload with competing demands
•    Experience of organising events and activities
•    Able to demonstrate high levels of numeracy and literacy
•    Experience in a busy office environment, including staffing a reception area
•    Experience of ordering goods and services, ideally using SAP
•    Experience of booking venues, travel and accommodation
•    Minute taking and managing agendas


Attributes and Behaviour

•    Ability to prioritise workload to meet deadlines
•    Ability to use own judgement and initiative
•    Excellent organisational skills and attention to detail
•    Ability to communicate appropriately with staff at all levels
•    Ability to demonstrate a professional and proactive approach to customer services
•    Commitment to working as part of a team
•    Commitment to developing new skills



•    Educated to GCSE level (in English and Maths) Grades A-C, or equivalent, or demonstrable experience in a similar role

The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 20355