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DER-IC Project Administrator

Requisition ID:  24697

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Part Time
Posted Date:  15-Nov-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: £23,144 to £24,285 with progression to £26,396 per annum


Closing Date: 30 November 2022


The Role


We are looking for an enthusiastic and proactive individual to join the National Team of the Driving the Electric Revolution Industrialisation Centres Project (DER-IC), as Project Administrator.  


You will provide a comprehensive administrative service to the project, working as part of a team to support the admin processes necessary to ensure the success of the project.  You will be able to work accurately under pressure with attention to detail. 
To be successful in this role, it is essential that you have previous experience in an administrative role and competency using the full Microsoft Office suite. 

We are committed to building and maintaining a fair and inclusive working environment. We would be happy to discuss arrangements for flexible and/or blended working. 


For more information about the DER-IC project, please click here.


For more information about the SAgE Faculty, and our research, please click here.


We’re celebrating 150 years of Science, Agriculture and Engineering. Although a huge amount has changed over the last 150 years, one thing has stayed the same: our commitment to making a difference. We’re educating the next generation of experts and tackling the biggest challenges facing our planet. Our innovative work has always focused on making a difference to people’s lives and you can be part of it.


We are committed to building and maintaining a fair and inclusive working environment and we would be happy to discuss arrangements for flexible and/or blended working.


The post is offered on a part-time basis (0.5FTE/18.5 hours per week) and is fixed-term, tenable from 4th January 2023 – 31st March 2025 in the first instance. 


To apply, please complete an online application and upload a CV and cover letter. Your cover letter is a supporting statement, and you should outline how you meet the essential criteria of the role and evidence this with examples.


For informal queries regarding the role or the project, please contact either: 

Richard Allenby, Strategic Project Manager:

Alison Norton, DER-IC Project Coordinator: 


Key Accountabilities

  • Responsible for coordinating and supporting designated project meetings, sub-meetings or working groups, including arranging meetings and room bookings etc.; coordinating papers, drafting agendas; and taking minutes; maintaining and proactively managing actions
  • To provide administrative support to the Project Lead(s) and project team(s) as required, including (but not exclusively) in relation to meeting requests, diary management, 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 or presentations
  • To lead the administration of designated processes on the project, 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
  • To provide administrative support to the projects e.g. supporting meetings and events, monitoring and completing project plans, completing score cards on behalf of the project manager/sponsor, updating website and social media content
  • To proactively receive, resolve and respond to enquiries received into the project, to ensure that an effective service and clear advice is provided to colleagues and customers. Working closely with other members of the project team in the School, Faculty and across the University
  • To develop, implement and maintain effective project procedures and systems to ensure that support is efficient, timely and accurate
  • To manage records relating to the functions of the project, 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
  • Any other duties within the scope and general nature of the grade which may be required 


The Person


Knowledge, Skills and Experience 

  • Working knowledge of relevant systems, equipment, processes and procedures including standard software packages
  • Good numeracy skills
  • Good I.T. skills
  • Familiarity with work priorities and those of colleagues
  • Good written and/or oral communication skills
  • Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required
  • Ability to apply relevant health and safety and other University policies and procedures
  • Familiarity with using initiative and judgement to resolve problems independently
  • Experience of prioritising workload and handling conflicting priorities
  • Experience of working in a diverse team
  • Experience of working with senior managers in a large organisation
  • Experience of acting as secretary in meetings, producing agendas, minutes and following up actions
  • Where relevant, ability to train/develop and manage other staff


Attributes and Behaviour

  • Planning and Organising;
    • Works in a planned and structured way
    • Uses own and others’ time effectively
    • Sets own priorities in conjunction with team and area objectives
    • Plans workload and tasks in a systematic way
    • Ensures that all activities are completed on time
    • Uses systems and tools to ensure records and audit trails are clear and up to date
    • Keeps work systems up to date, neat and tidy
    • Ensures that others know how process and systems work
  • Communicating
    • Is factually correct and gives consistent verbal and nonverbal 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
    • Tailors content of communication to the audience, changing style, tone and format appropriately
    • Uses face to face communication regularly; team meetings, one to ones, informal discussions/chats, briefing sessions 
    • Can hold attention of others using appropriate techniques; questioning, rhetorical questions, changing tone and pace of voice and animated style
  • Teamworking
    • Respects the expertise and contribution of others even if own opinion is different 
    • Shares relevant and useful information with others
    • Keeps other team members up to date with progress
    • Gets involved with team tasks
    • Willing to help others and share workloads
    • Supportive of team decisions
    • Asks others’ opinion
    • Respects the value that different views bring to the team 
  • Finding Solutions
    • Uses initiative to sort things out, is enterprising in effective use of material, financial and human resources
    • Looks at ways of overcoming obstacles rather than coming to a standstill
    • Confidently deals with a broad range of information
    • Keeps an open mind to alternative ways of doing things
    • Proactively anticipates and plans for likely problem areas or obstacles by assessing and managing risks



  • 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



The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University is also a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 24697