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Clerical Officer

Requisition ID:  4323

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date: 


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 - £21,236 per annum 

Closing Date: 29 October 2020


The Role


We are seeking two highly motivated and enthusiastic individuals to join our multidisciplinary School. Based in the busy School of Geography, Politics and Sociology School Office you will provide administrative support to ensure the smooth and effective running of the School’s Programmes.


You will work as part of a team in a busy student-focused environment to provide vital support for undergraduate degree programme administration of one of the 3 subject areas within the School. You should have excellent organisational and interpersonal skills and be able to demonstrate high levels of accuracy and attention to detail. A positive ‘can do’ attitude and a flexible and helpful approach is essential.


For informal enquiries regarding this role, please contact Sarah Devenport (School Operations Co-ordinator) Sarah.Devenport@ncl.ac.uk or 0191 208 5640, or Nicki Paxton (Deputy School Manager) Nicola.Paxton@ncl.ac.uk or 0191 208 3920.


Key Accountabilities

  • Responsible for managing course administration for designated courses which involves holding and updating all course handbooks, module information, student related information, module/stage questionnaires, hand in procedures, class lists etc and to ensure all relevant documentation is collated and stored for audit purposes
  • Responsible for collating and maintaining student data, course changes, module changes, withdrawal requests etc to ensure accurate records are stored.
  • To provide administrative support to the examinations and assessment process. Ensuring systems are in place for preparing documentation for external examiners and exam boards. Assisting with collating marks and presenting these to the exams officer for the boards. Responsible for the production of transcripts.
  • To provide administrative support to designated School committees, Boards of Studies, Boards of Examiners, Staff Meetings, Staff-Student meetings when required. Ensuring minutes are prepared, documentation circulated and stored.
  • Responsible for carrying out registration, induction and progression procedures in relation to students across the School. Ensuring all documentation is prepared for registration and induction.
  • Assist with collating relevant information for the timetabling process and to liaise with Timetable Services to prepare programme timetables. Assist with communicating with staff and students about timetabling activities.
  • To provide administrative support to designated academic staff to ensure that their delegated functions are organised effectively and efficiently. Actual duties will depend on their actual function, i.e. DPD, Senior Tutor, Research Director etc.
  • Responsible for co-ordinating core tasks across all discipline areas of the School. Ensuring staff involved are aware of necessary processes, timescales and deadlines and to ensure staff liaise with each other where cross school activities may impact on the task. Tasks include registration, admissions, timetabling, examinations, teaching committees, research committees etc
  • To support the operation of the school office, sharing with other administrative staff duties to organise, maintain and continuously review office systems. To assist with web page information, photocopying, e-mail, telephone enquiries, filing, upkeep of notice boards, travel arrangements, catering orders and any other duties as requested by School Administrator/HoS.
  • To deputise and provide cover where necessary for other colleagues in the school office during busy periods and to cover absences.
  • Any other duties within the scope and general nature of the grade which may be required


The Person (Essential)


Knowledge, Skills and Experience

  • Be enthusiastic with good interpersonal skills and be able to work flexibly and co-operatively as part of a team or on own initiative. You will be an effective problem solver with excellent organisational skills and the ability to pay close attention to detail. Good verbal and written communication skills are essential.
  • Good level of literacy and numeracy
  • Good IT skills, i.e. good working knowledge of Microsoft Office Software packages
  • Excellent interpersonal skills both face to face and over the telephone
  • Ability to work to tight deadlines under pressure
  • Ability to use initiative
  • Ability to work well within a team
  • Ability to prioritise workloads
  • Administrative work in a busy office environment, it would beneficial if this was within HE.
  • Dealing with a wide range of people
  • Maintaining a filing system
  • Use of web-based database systems
  • Managing a variety of tasks/ arranging meetings


Attributes and Behaviour


  • Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued
  • Shares relevant and useful information with others
  • Respects the expertise and contribution of others even if own opinion is different
  • Willing to help others and share workloads


Planning and organising

  • Works in a planned and structured way
  • Ensures that all activities are completed on time
  • Ensures that others know how processes and systems work
  • Set own priorities in conjunction with team and area objectives
  •   Uses systems and tools to ensure records and audit trails are up to date


Embrace Change

  • Comes forwad with new ideas and concepts

  • Keeps an open mind to alternative ways of doing things

  • Is supportive of others during change

  • Willing to change ways and policies in light of new information


Delivering services

  • Keeps fellow team members up to date with progress
  • Pays attention to detail
  • Has a positive attitude for doing things better
  • Takes responsibility for achieving own targets
  • Co-operates with others to achieve targets
  • Strives to deliver high quality results
  • Is enthusiastic in getting job done on time



  • Plans communication methods to add impact to messages
  • Clear and concise; gets the message across to others
  • Is factually correct and gives consistent verbal and non-verbal messages
  • Chooses communication tools appropriately



  •  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 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: 4323