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Administrative Coordinator

Requisition ID:  20386

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  17-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: £26,341 to £27,924 with progression to £30,497 per annum


Closing Date: 6 July 2022


The Role


The School of History Classics and Archaeology has an exciting open ended opportunity for a professional and enthusiastic individual to join our degree programme administration team to lead a team of colleagues in delivering an efficient and effective learning and teaching support service across the School.  


You will provide support to the School Manager and the School’s Director of Education (DoE) to coordinate all taught and research degree related administration across the School and to ensure reporting and communication mechanisms are established and maintained to help ensure the School achieves its strategic aims and objectives in this area.


You should have significant administrative experience with good organisation and communication skills.  Whilst experience of supervising a team is not essential, you must be able to demonstrate skills and knowledge that will enable you to lead a team effectively and motivate staff to deliver a high level of service.  The ability to prioritise a demanding workload effectively to ensure deadlines are met is essential, as is the ability to use initiative and work in a responsive manner.


Informal enquiries may be made to Lottie Garrett, Deputy School Manager (


Key Accountabilities

•    Manage a team of Learning and Teaching colleagues to deliver a consistent, efficient and effective learning and teaching support service across the School.  This includes establishing aims and objectives for the team, coordinating the team’s work, and conducting performance reviews (PDR) as required
•    Establish and review an annual timetable of activities with agreed internal deadlines and to work with individual members of academic and support staff to ensure efficient delivery and outputs relating to learning and teaching
•    Manage and maintain all programme and module information across the School.  Act as the main point of contact for all changes to programme specifications and regulations via Boards of Studies and School Education Committee, including introduction of new programmes and cessation of withdrawn programmes
•    Act as Secretary to designated committees, including School Education Committee (SEC), School Personal Extenuating Circumstance Committee and other committees relevant to the nature of the role, providing feedback to relevant staff and completing follow up action as necessary
•    Advise and support the Director of Education in regard to implementing policies for UG and PGT programmes
•    Oversee the production of School programme handbooks and documentation relating to academic programmes to ensure consistency and accuracy
•    Coordinate the timetabling process across the School for UG and PGT teaching to ensure best fit for both students and academic staff.  To act as the liaison point with Degree Programme Directors, Module Leaders, support staff and the timetabling team.
•    Oversee the appointment of External Examiners through liaison with Deputy Degree Programme Directors and relevant subject support staff
•    Assist the School Manager, DoE and Heads of Subject in coordinating Quality Assurance processes including internal subject reviews.  Advising the School Manager on measures for continuous improvement and implementing these in the School in conjunction with relevant academic and support staff
•    Coordinate the student attendance monitoring process for all UG and PGT students, including the PGT summer census dates and procedures.  Provide regular reports to the School Manager and SEC and ensure compliance with University and government policies with regards to poor attendance; ensure accurate records are kept for audit purposes
•    Any other duties within the scope and general nature of the grade which may be required


The Person


Knowledge, Skills and Experience 
•    Ability to manage a team effectively and motivate staff to deliver an exceptional service
•    Ability to manage and prioritise own workload and that of others to ensure regular and ongoing deadlines are met.  Able to manage conflicting priorities
•    Able to use initiative and solve problems effectively without recourse to senior staff
•    Ability to work in a flexible and responsive manner
•    The ability to work effectively within a team and relate well to others
•    Excellent interpersonal skills and the ability to influence stakeholders
•    Ability to work under pressure
•    The ability to produce and analyse complex data
•    Experience of both supporting and leading committees and meetings
•    Excellent oral and written communication skills; uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two way communication process
•    Sound knowledge of MS Office
•    Proven administrative experience
•    Knowledge and experience of using administrative IT systems and/or databases
•    A willingness to acquire additional skills relevant to the post
•    Has the ability to see the “big picture”, to think strategically and to manage complex problems and issues


•    Educated to A-level or high level of GCSE or NVQ equivalent qualifications


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: 20386