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Executive Support Administrator

Requisition ID:  25142

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  01-Mar-2023


Salary: £23,144 to £24,285 with progression to £26,396 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: 23 March 2023



The Role


Are you an experienced EA, PA, Administrator or Receptionist looking for your next role delivering comprehensive administrative support for Senior Management’s portfolio?


Do you thrive in a fast-paced and varied environment where you can use your communication, organisation and planning skills to manage a diverse workload? 


The Faculty of Science, Agriculture and Engineering is seeking an exceptional experienced, organised and enthusiastic individual to join the School of Natural and Environmental Sciences’ Professional Services team. This is an exciting and challenging role with responsibility for supporting an environment to enable high quality research, education and strategic development.


As part of the Executive Support Team, the post holder will provide high level, effective administrative support to the Senior Management Team, assisting them to carry out their duties across the School and Faculty, including extensive diary management and committee servicing (coordinating papers, drafting agendas, taking notes of meetings and following up on actions as needed) and any other projects, working groups or tasks within the portfolio that the Senior Managers lead on or support.


You will be proactive, highly organised and professional. You will possess excellent organisational and communication skills, have a keen eye for detail and look to identify and implement improvements in processes wherever possible.  A positive ‘can do’ attitude and a flexible and helpful approach is essential. 


The position is open-ended and offered on a full-time basis (37 hours per week) with an immediate starting date. The post is eligible for blended working between campus and home. 


The role is predominantly campus-based on 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.


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.


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.

To apply, please complete an online application and 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. 

For informal enquiries, please contact Karen Stubbs (Executive Support Coordinator) via email at  

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
  • Producing complex documentation in a timely manner and drafting correspondence in relation to standard requests etc
  • 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 first point of contact for enquiries 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

  • Experience of working with senior managers in a similar administrative role
  • 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 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

  • Understanding, appreciation, and ability to recognise confidential material and conversations and to handle confidential information appropriately. 
  • A positive, proactive and professional customer focussed attitude. 
  • 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
  • Plans team workload and tasks in a systematic way


  • Maths and English at GCSE Level 4 or equivalent, plus work experience in a relevant role 
  • OR substantial relevant work experience in a comparable role


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.


We are 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 is also a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 25142