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Education Administrator

Requisition ID:  20403

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  16-Jun-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: £22,254 to £23,487 with progression to £25,627 per annum


Closing Date: 1 July 2022


The Role


You will provide comprehensive administrative support for all areas of Postgraduate studies across the full student lifecycle to ensure that School, Faculty and University policies, deadlines and standards are met.


This will include day to day line management of the Postgraduate (PG) Learning and Teaching team and deputising for the Team Leaders as required. 


Further information on the School of Psychology can be found here.


Please direct informal enquiries to Lorna Nelson, School Manager


Key Accountabilities

  • Work closely with the Postgraduate Team Leaders to support the day to day activities of the PG team to ensure the programmes are fully supported
  • Support the Team Leaders in determining and inputting amendments to annual documentation such as modules and regulations, seeking advice from academic colleagues where necessary
  • Responsible for ensuring the PG Team provide guidance, based on regulations, to students and academic staff with regard to non-standard requests, and for providing student-based management information as required
  • Acting as expert user of the various University systems, and for training other staff where appropriate;
  • Support the Learning & Teaching Team Leaders with student attendance monitoring administration as requested
  • Responsible for ensuring the PG team administer student notification of absence requests, and respond to information requests linked to external audits, e.g. Home Office and professional bodies.  In addition, liaise with relevant personnel regarding information required for completion of international sponsored student reports
  • Work closely with the Team Leaders for the collation and production of assessment materials, ensuring they are prepared, collated and submitted to deadlines in the prescribed format, including liaison with External Examiners. In addition, administration of exams and Boards of Examiners processes, including chasing missing marks or anomalies in marks.  Deputising as required
  • To ensure that in-house practical and examination assessments are organised to ensure Student Support Recommendations (SSP) are actioned
  • Where appropriate to act as secretary to various School Committees, including agenda preparation and circulation, minute taking and monitoring progress of actions
  • Support the collation of timetable requirements in agreed timescales and, in liaison with the Learning & Teaching Team Leaders, managing the practicalities of proposed timetables, taking into account appropriate locations (including multi-site on and off University premises), and liaising with academic staff regarding requirements, advising on constraints and practicalities of requests
  • Responsible for the oversight of the student evaluations process, and extraction of reports from the relevant system
  • To ensure the administration of processes relating to adjustments required for students with wellbeing issues or personal extenuating circumstances are undertaken
  • To work with the Learning and Teaching Assistants to support the arrangement of student placements and maintaining accurate records
  • To assist, as appropriate, with the receipt and acknowledgement of appeals and complaints forms, and for chasing additional information where required, tracking within stated timescales. In addition, making and recording of standard criteria- based decisions, 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
  • To support the annual quality assurance processes and assist with the preparation of documentation necessary for Teaching Quality Assessments
  • Work with Learning and Teaching colleagues in the School to ensure cross cover support especially at critical times
  • Any other duties within the scope and general nature of the grade which may be required.  This includes some flexibility in working hours and may include occasional weekend working (in the region of two Saturdays per year)


The Person


Knowledge, Skills and Experience

  • Working knowledge of relevant systems (SAP, NESS, MOFs, Canvas, Syllabus Plus,), equipment, processes and procedures including standard software packages
  • 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, Outlook, and PowerPoint, and ability to type documents with both reasonable speed and accuracy 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
  • Ability to train/develop and supervise other staff


Attributes and Behaviour


Planning and Organising

  • Effective at working independently, organising and managing a heavy and complex workload
  • 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 others know how process and systems work
  • Maintains flexibility in work plans to allow for changing circumstances

Delivering Services

  • Sees other departments 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
  • Looks for ways to make immediate improvements
  • 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
  • Tailors content of communication to the audience, changing style, tone and format appropriately
  • Uses face to face communication regularly
  • Can hold attention of others using appropriate techniques; questioning; rhetorical questions, changing tone and pace of voice and animated style

Team working

  • 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 talks
  • Willing to help others and share workloads
  • Supportive of team decisions
  • Asks others’ opinion
  • Encourages others to get involved
  • 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 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 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.


Requisition ID: 20403