Share this Job

Education Administrator

Requisition ID:  13870

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  15-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: £22,254 - £23,487, with progression to £25,627 per annum

Closing Date:  20 January 2022



The Role


Based in the School of History, Classics and Archaeology within the Armstrong Building, you will work under the School Teaching and Learning Coordinator to coordinate and supervise the School’s administrative and professional support for undergraduate programmes across the disciplines.

You will be responsible for tasks associated with ensuring the accurate updating of modules, regulations, timetables, handbooks, module/stage evaluations, PEC (Personal and Extenuating Circumstances), assignments/examinations, Boards of Studies/Boards of Examiners, discipline meetings, in course administration and student progress (amongst other duties). You will have responsibility for ensuring an effective and professional service with high levels of accuracy - providing comprehensive administrative support for taught programmes within the School, to ensure that School, Faculty and University policies, deadlines and standards are met.


You will need to have relevant administrative experience and the ability to supervise staff (experience of supervision is desirable)

For informal enquiries please contact the Deputy School Manager, Lottie Garrett: lottie.garrett@newcastle.ac.uk 


Previous applicants need not apply. 

Key Accountabilities


  • To manage the allocation of duties and workload of the Education Assistants within the School. The Education Administrator will act on behalf of the Learning and Teaching Coordinatory and Deputy School Manager following an agreed set of guiding principles to ensure that the appropriate activities in education support are completed across a taught  programmes. These include but are not limited to:
    • Determining and inputting amendments to annual documentation such as modules and regulations, seeking advice from academic colleagues where necessary. 
    • Overseeing and supporting the student registration and induction cycle, including organising inductions, updating handbooks and agreeing personal tutor allocations.
    • Ensuring and supporting the upload of up to date information to the various University systems, i.e. SAP, Module Outline Forms (MOFs), NESS, Canvas.
    • Ensuring and providing accurate updates of teaching materials on University systems as they arise, and the timely distribution of materials to staff and students.
    • Responsibility for the checking and updating of student data on University systems, including ensuring students are appropriately registered on programmes and modules as required.  Communicating changes and providing information to other services.
    • Having an oversight of exam papers and assignment briefs within the School, ensuring they are prepared, collated and submitted to deadlines in the prescribed format, including liaison with External Examiners. Managing coursework submission, including having an oversight for follow up for non or late submissions. In addition, responsibility for the administration of assessment and Boards of Examiners processes, including chasing missing marks or anomalies in marks. 
    • Ensuring that meetings (for example, but not limited to Boards of Study, Boards of Examiners etc.) required within the School take place in a timely fashion, providing comprehensive administrative support to the Chair and ensuring resulting actions are followed up.
    • Collation of timetable requirements in agreed timescales and, in liaison with the Deputy School Manager, managing the practicalities of proposed timetables, taking into account appropriate locations, and liaising with academic staff regarding requirements, advising on constraints and practicalities of requests. 
    • Responsible for the oversight of the student evaluations process if applicable.
    • Ensuring that local student records are accurately maintained, checking and providing reports to academic and professional service colleagues across the university as requested. 
    • Overseeing student placement support where required.
  • Having an oversight of criteria-based decisions for absence requests if applicable and PECs made within the School, referring requests which require further decision-making authority to the relevant personnel, and communicating of decisions to students via prescribed systems on behalf of the relevant academic member of staff
  • Monitoring production of Attendance Monitoring reports and communications, arranging follow up meetings with academic colleagues in line with institutional policy, if applicable to the School and ensuring SSPs are circulated as necessary
  • Acting as the expert user for the School of one or more of the systems used in supporting learning and teaching, i.e. SAP, Module Outline Forms (MOFs), NESS, Canvas, SAMS and for training other staff where appropriate
  • Providing guidance, based on regulations, to students and academic staff with regard to non-standard requests, and for providing student-based management information as required to colleagues
  • To provide students with a consistent level of service and ensure they are effectively supported throughout their programme lifecycle, including whilst taking part in activities such as placements and mobility opportunities
  • Providing information to meet requests linked to internal and external audits, e.g. Home Office and professional bodies. In addition, liaison with relevant personnel regarding information required for completion of international sponsored student reports, if applicable to the School
  • Having an oversight of programme level accreditation requirements within the School, and ensuring that academic colleagues are provided with appropriate support and information to enable accreditation to be achieved or maintained, if applicable to the School
  • To act as front line support for student queries in various locations associated with the School as needed and will be expected to take on a generic health and safety role within the School
  • To work closely with colleagues/teams at School, University and faculty level to: deliver the School’s strategy, ensuring alignment with the University’s strategies, policies, guidelines and approaches; share best practice in a service culture; and undertake joint planning with a commitment to change management in order to maximise impact and effectiveness
  • To carry out other duties, as defined by line manager, which support the successful achievement of the School’s vision and strategy


The Person (Essential)


Knowledge, Skills and Experience 


  • Demonstrable work experience in a relevant role
  • Initiative and judgement to resolve problems independently
  • Good written and/or oral communication skills
  • Good numeracy skills
  • Excellent IT skills. Ability to use Microsoft Excel, Word and Outlook and the ability to manipulate and analyse information for management purposes
  • Familiarity with work priorities and those of colleagues
  • 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
  • Willingness and availability to work flexibly when required and agreed with line manager
  • Ability to train/develop and supervise other staff (desirable)
  • Working knowledge of relevant systems (SAP, NESS, MOFs, Canvas, SyllabusPlus, Evasys), processes and procedures including standard software packages (Desirable)

Attributes and Behaviour


  • Gathering Information - Gathers a broad range of relevant information from internal and external sources making this information widely available
  • Team-working - 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
  • Communicating - Uses clear, concise and accurate communication, tailoring the approach accordingly and encourages a two way communication process.
  • Planning and Organising - Manages time and resources by prioritising and organising effectively
  • Delivering Services - Works continually towards achieving success through understanding and meeting or exceeding the expectations of the area, the University, students, colleagues and other stakeholders
  • Embracing Change  - Recognises the need for change and is forward looking. Promotes the benefits of change to others and regularly comes up with new ideas. Has the willingness to adopt new ways of working and to make improvements




  • Educated to A Level and with grades A-C in English Language and Mathematics at GCSE or equivalent (or vocational qualifications or equivalent)

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: 13870