Executive Support Administrator

Salary: £27,319 - £28,031 with progression to £29,588 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: 05 November 2025

The Role

The postholder will provide executive administrative support to the unit's Senior Management Team, in order to support the delivery of the Unit’s strategic and operational priorities

Please reach out to anna.gardner@ncl.ac.uk if you have any queries.

Key Accountabilities

• To provide personal administrative support to the Senior Management Team, understanding the nature of the business undertaken by them and its priorities – namely to deliver the Unit’s strategic priorities and associated activities
• To producing complex documentation in a timely manner and drafting correspondence in relation to standard requests etc
• To use complex diary management using judgement, where necessary, to prioritise work schedules, liaising with all relative parties in an efficient and effective way
• To act as the first point of contact for enquires for the Senior Management Team to provide a professional and proactive service to colleagues, students and visitors with a clear focus on customer experience
• To act as Secretary to various committees by creating agendas, taking minutes and following up to ensure actions are completed by the agreed date
• To lead the administration of designated University processes, escalating as appropriate and monitoring progress
• To supervise team members if required
• To work as part of a wider team and to undertake other duties within the scope and general nature of the grade which may be required 

The Person

Knowledge, Skills and Experience

• A flexible attitude to work demands and customers and a commitment to excellent customer service  
• Good IT skills with experience of Microsoft suite of programmes 
• An excellent communicator both verbally and in writing with the ability to tailor messages to the appropriate audiences 
• Experience of working with senior managers in a similar administrative role
• Experience of creatively and independently solving issues and problems independently
• Experience of complex diary management, dealing with competing deadlines and activities for yourself and others
• Experience of committee administration, producing agendas, minutes and following up actions

Attributes and Behaviour

• A positive, proactive and professional customer focussed attitude 
• Excellent communication skills
• Works in a planned and structured way 
• Uses own and others time effectively 
• Ensures that all activities are completed on time 
• Keeps fellow team members up to date with progress 
• Willing to help others and share workloads  
• Maintains flexibility in work plans to allow for changing circumstances 
• Understanding, appreciation and ability to recognise confidential material and conversations and to handle confidential information appropriately
• Takes responsibility for achieving own targets
• An aptitude for utilising software tools and technologies to enhance, improve and simplify day to day functioning/organisational skills

Qualifications

• Maths and English at GCSE Level 4 or equivalent plus relevant experience in an administrative or customer service setting

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 silver 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: 28650