Education Coordinator

Salary: £32,080.00 - £34,610.00  per annum

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.

Closing Date: 1st May 2026

The Role

We are seeking a motivated and enthusiastic Education Coordinator to join the Faculty’s Professional Services Team in the School of Pharmacy.

In this role, you will support the delivery of an excellent experience for our students and staff by contributing to key administrative activities across the academic year. Working as part of our friendly Education Team, you will collaborate closely with students, academic colleagues and central services, with a particular focus on placements and timetabling.

We are looking for someone with strong organisational skills, excellent communication and interpersonal abilities, and confidence engaging with colleagues at all levels. You should have solid IT skills, including experience with Microsoft Office, and be able to work accurately with complex and confidential information. You will be a team player who can also use your initiative to prioritise tasks and meet deadlines. Previous experience in higher education is desirable but not essential.

Your responsibilities will span the full student lifecycle - from recruitment and registration to assessment, progression and graduation. You will also support key academic processes and committees, with particular involvement in placements and timetabling.

If you are proactive, detail-focused, and keen to contribute to a supportive and collaborative team, we would love to hear from you.  

To apply, please complete an online application, upload a CV and a cover letter. Your cover letter should be a detailed supporting statement outlining why you are a good fit for the role. Please explain how you meet the essential criteria outlined below and evidence this with examples.

The position is open-ended and offered on a full-time basis (37 hours per week) with an immediate starting date. The role is predominantly campus-based on the City Campus in Newcastle upon Tyne. 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.

For an informal chat about the role, please contact Amy McAllister (Deputy School Manager, School of Pharmacy – amy.mcallister@ncl.ac.uk

Key Accountabilities

• Lead, manage, and develop the Education Administration team, including staff responsible for placements, timetabling, and programme support, ensuring clear roles, effective performance, and professional development opportunities.
• Oversee all administrative aspects of undergraduate placements, negotiating with providers, ensuring processes are fair, transparent, and compliant with University, professional, and regulatory requirements.
• Manage the allocation and matching of students to placement providers, coordinating with academic placement coordinators to confirm placement capacity, requirements, and supervision arrangements.
• Maintain accurate and up-to-date records of placement allocations, provider details, and student attendance, engagement, and feedback.
• Ensure all required documentation — such as health and safety forms, confidentiality agreements, DBS checks, and placement evaluations — is collected and stored appropriately.
• Act as a key contact for placement providers, supporting strong partnerships and effective communication between the School, students, and external organisations.
• Provide guidance and support to students before, during, and after placements, responding to queries and escalating concerns where appropriate.
• Lead the School’s timetabling process, coordinating the collection of teaching requirements, scheduling classes, and ensuring alignment between academic delivery, placements, and assessment activities.
• Work closely with academic and central timetabling colleagues to deliver accurate and efficient timetables that meet programme and resource needs.
• Monitor and manage timetable changes during the academic year, ensuring timely and effective communication with staff and students.
• Contribute to curriculum and programme review, ensuring accurate documentation of module content, regulations, and placement components.
• Assist the School Management team with quality assurance, enhancement, and accreditation processes, including liaison with professional bodies and external agencies.
• Manage and monitor attendance, ensuring adherence to University policy and maintaining accurate engagement data.
• Maintain effective communication across the School, ensuring staff, students, and placement partners are informed of key deadlines, timetable changes, and placement updates.
• Identify and implement improvements to administrative systems and processes to enhance efficiency and service delivery.
• Undertake any other duties appropriate to the grade and nature of the role.

Knowledge, Skills, and Experience

• Demonstrable experience of managing or supervising a team in an academic or professional services environment
• Strong organisational skills with experience coordinating complex activities such as undergraduate placements and/or academic timetabling
• Excellent IT skills, including advanced use of Microsoft Office
• Proven ability to prioritise and manage multiple competing deadlines effectively
• Excellent written and verbal communication skills with the ability to engage confidently and professionally with students, staff, and external partners
• Experience interpreting and applying institutional regulations, procedures, and policies
• Strong attention to detail and a commitment to maintaining accurate and auditable records

Desirable

• Experience of working in Higher Education, particularly in programme, placement, or timetabling administration
• Knowledge of professional and accreditation requirements relevant to Pharmacy education
• Familiarity with student record or timetabling systems (e.g. SITS, SAP, or equivalent)

Attributes and Behaviours

Planning and Organising

• Works efficiently and systematically to meet deadlines and objectives
• Plans and prioritises workloads effectively for self and others
• Maintains accurate systems and records

Communicating

• Communicates clearly, confidently, and appropriately to different audiences
• Selects the most effective communication channels for each situation
• Uses meetings and written communications effectively to share information and coordinate activity

Teamworking

• Fosters a supportive, collaborative working environment
• Shares information and best practice openly
• Values the contributions of others and works toward shared goals

Finding Solutions

• Demonstrates initiative and resourcefulness in problem-solving
• Anticipates challenges and implements practical, proactive solutions
• Seeks continuous improvement in processes, systems, and efficiency

Qualifications

• A-level (or equivalent) qualification plus substantial experience in a relevant administrative role, or an equivalent combination of education and experience.

Newcastle University is a global University 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.

We are committed to being a fully inclusive 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 of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a Gold Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.  We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 29279