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Centre Administrator

Requisition ID:  15541

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  13-Jan-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.


Salary starting from £22,254 to £23,487 with progression to £25,627 per annum

Closing Date:  10 February 2022


The Role


This is a new exciting opportunity for an experienced administrator to join the administration team at the NIHR Innovation Observatory to provide a wide range of administrative support to our colleagues. This diverse role will involve supporting administration processes to our main stake holders, the National Institute for Health Care Services (NICE) and the Accelerated Access Collaborative (AAC) and NHS England (NHSE) to provide efficient delivery of our outputs. You will also provide support to the Management team to ensure smooth running of the Innovation Observatory.


The Innovation Observatory is a £16M initiative. The National Centre is funded by the National Institute for Health Research and based in Newcastle upon Tyne. We bring together data scientists, text mining and evidence synthesis experts, and information specialists, to provide an essential service for the NHS and policymakers. Our outputs help them make informed decisions about how healthcare should be provided in the future.


The Innovation Observatory is a partnership between Newcastle University, the National Innovation Centre for Data (NICD), Newcastle Academic Health Partners and the National Innovation Centre for Ageing (NICA).


This post is available fixed term initially for 2 years, with a possibility for extension. 


For informal enquiries, please contact Janet Lewis, Centre Manager (janet.lewis@ncl.ac.uk)


Key Accountabilities


  • Support the NIHR Innovation Observatory Management team in the delivery of administrative activity across the Innovation Observatory
  • Responsible for coordinating and supporting designated events, selection panels, committees, sub-committee or working groups, including arranging meeting and room bookings etc., coordinating papers, drafting agendas; taking minutes; maintaining and proactively managing the actions. To represent the Innovation Observatory at meetings and internal/external events, as appropriate
  • Lead the administration of designated processes in the Centre, including receiving initial enquiries/requests/applications; application of agreed operating procedures (escalating as appropriate) and monitoring progress. Taking responsibility for determining the appropriate mode of communication and accuracy of the content when conveying information
  • Proactively receive, resolve and respond to enquiries received into the Centre to ensure that an effective service and clear advice is provided to colleagues and customers
  • Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate
  • Review information received in the Centre and disseminate appropriately to colleagues on behalf of the management team
  • Manage records relating to the functions of the Centre, to include taking responsibility for maintaining database(s) of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered/recorded
  • Provide administrative support to the designated Management Team as required, including (but not exclusively) in relation to travel arrangements (which may be complex regional, national and international), booking accommodation, conducting initial investigations/research or drafting correspondence as required. Correspondence may be complex reports, letters, proposals and presentations
  • In relation to the procurement of goods and services and/or the making of payments, for the Centre. To ensure that the receipt of goods and/or services is confirmed, and assist in the resolution of invoice, coding or expenses queries, to provide an efficient service to colleagues in the office and assist the office in adhering to the University’s Procurement Regulations and to act as expenses proxy. To maintain financial records tracking grant expenditure associated with the running of the Innovation Observatory 
  • Where appropriate, to act as first point of contact for People Services general issues, liaising with FMS People Services Team where necessary. To assist in co-ordinating recruitment activity in the Centre: advertising, interviewing, appointment processing and paperwork. To assist co-ordination of new Colleague induction, leaver processes, PDR co-ordination (tracking progress and forward data to Faculty) and sickness recordings and returns
  • Undertake an active role in the health and safety management of the Centre, contributing to the maintenance of a safe working environment for colleagues and visitors, and in particular undertaking the role of a Display Screen Equipment (DSE) assessor or Fire Warden
  • Contribute to the effective and efficient running of the Centre through a team approach, providing assistance to colleagues as appropriate
  • Any other duties within the scope and general nature of the grade as required by the line manager


The Person (Essential)


Knowledge, Skills and Experience

  • Working knowledge of relevant systems, equipment, processes and procedures including standard software packages
  • Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required
  • Familiarity with using initiative and judgement to resolve problems independently
  • Familiarity with work priorities and those of colleagues
  • Excellent IT skills with proficiency in the use of Microsoft Office products and aptitude for development in and use of core software and data systems (preferably SAP)
  • Experience of managing confidential and/or sensitive information with tact and discretion, and a working knowledge of GDPR
  • Excellent organisational, interpersonal and communication skills, including the ability to triage queries and issues
  • Experience of prioritising workload and handling conflicting priorities
  • Experience of working in a diverse team and with senior managers in a large organisation
  • Experience of acting as a secretary in meetings, producing agendas, minutes and following up actions
  • Where relevant, ability to train/develop and manage other staff


Attributes and Behaviour

  • Understands the University values and guiding principles
  • People orientated, is approachable and willing to help others and share workloads
  • Sees other areas and people as ‘customers’ and follows through on enquiries and requests
  • Has a positive ‘can do’ attitude towards continuous process improvement
  • Able to manage conflicting priorities
  • Works in partnership with others and has excellent communication, interpersonal and collaboration skills
  • Demonstrates resilience to the demands of the role and pace of change
  • Promotes a culture of mutual respect
  • Able to work in a matrix organisational model



  • Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or substantial relevant work experience in the unit or a comparable setting




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.


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.


We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all.  You can learn more about what is available here on our Benefits Website page.


Requisition ID: 15541