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Clerical Assistant

Requisition ID:  13061

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  13-Oct-2021


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: £19,623, with progression to £21,686 per annum

Closing Date: 27 October 2021


The Role


This is an opportunity to join the Professional Services Team in the School of Education, Communication and Language Sciences. You will support a number of learning and teaching functions, working flexibly to provide administrative support to ensure the smooth and effective running of the taught programmes.


For all informal enquiries please contact : Zoe Bright, zoe.bright@newcastle.ac.uk


This is a full time, fixed term post available for the duration of 14 months.


Key Accountabilities


  • To work as part of a team providing a comprehensive reception service for the Learning and Teaching functions of the school
  • Support the Admissions cycle, processing applications, and ensuring all offer conditions are met, including DBS and fitness to teach checks
  • Responsible for annually updating course handbooks and module materials, liaising with Degree Programme Directors
  • Responsible for receipt of assessed work, tracking work out for marking and chasing up, to ensure it is processed within expected timescales. In addition, uploading marks to relevant university systems, i.e. NESS, Canvas
  • Act as Secretary to a number of Committees, particularly Subject Area, Curriculum Review, Board of Studies and Board of  Examiners. This includes agenda preparation and circulation, minute taking and monitoring progress of actions
  • Providing administrative support for teaching sessions (i.e. arranging technical support where necessary, printing handouts and uploading materials on Canvas)
  • Providing statistical analysis on figures regarding applications, IELTS, qualifications etc., and producing the necessary reports for internal and external reviews i.e. Ofsted, Learning and Teaching Reviews: liaising with Degree Programme Directors and the Teaching and Learning Administrator
  • Processing Personal Extenuating Circumstances (PEC) forms and ensuing confidentiality is maintained
  • Monitor student attendance on our taught modules, and responsible for dealing with student notifications of absence requests, liaising with personal tutors where necessary
  • Process student evaluations via various university systems and collate responses to present to Board of Studies
  • Attendance at Subject Area Recruitment Events, as a representative of ECLS
  • As a member of the School, the post holder will be expected to work flexibly and develop a good working knowledge of School administrative and filing systems which also involves direct contact with staff, students and visitors
  • Any other duties within the scope and general nature of the grade which may be required to provide a coordinated and efficient administrative service


The Person (Essential)

Knowledge, Skills and Experience


  • Experience of providing a professional, customer-focused administrative service
  • Ability to prioritise own work and remain calm under pressure to manage competing deadlines
  • Ability to communicate clearly orally and in writing
  • Good IT skills, including good working knowledge of Microsoft Office and relevant systems (SAP, NESS, Canvas, Evasys)
  • Able to work on own initiative and as a member of a team and interact well with staff at all levels
  • Good attention to detail
  • Good organisational skills with ability to solve problems
  • Experience of committee servicing and minute writing
  • Experience of working in the higher education sector in an administrative role (Desirable)
  • Understanding of University systems and procedures (Desirable)


Attributes and Behaviour


Planning and Organising 

  • Works in a planned and structured way
  • Uses own and others time effectively
  • Plans workload and tasks in a systematic way
  • Sets own priorities in conjunction with team and area objectives
  • Ensures that all activities are completed on time
  • Uses systems and tools to ensure records and audit trails are clear and up to date
  • Maintains flexibility in work plans to allow for changing circumstances


Delivering Services 

  • Sees other Schools and colleagues as “customers” and follows through on their enquiries and requests
  • Keeps fellow team members up to date with progress
  • Co-operates with others in achieving targets
  • Takes responsibility for achieving own targets
  • Has a positive attitude for doing things better
  • Pays attention to detail
  • Strives to deliver high quality results
  • Is enthusiastic in getting the job done on time



  • Is factually correct and gives consistent verbal and non-verbal messages
  • Clear and concise; gets the message across to others
  • Chooses communication tools appropriately e.g. selective use of emails and other
  •  Channels of communication


Team working 

  • Shares relevant and useful information with others
  • Keeps other team members up to date with progress
  • Willing to help others and share workloads
  • Asks others’ opinion
  • Talks about other team members in a positive way
  • Respects the value that different views bring to the team




  • Grades A-C in English Language and Mathematics at GCSE (or equivalent) or vocational qualifications, plus demonstrable work experience in a relevant role and/or 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: 13061