Graduate School Coordinator (Data and Examination)

Salary: £27,319.00 - £28,031.00  per annum with progression to £29,588

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: 09 October 2025

The Role

The HaSS and SAgE Graduate School is seeking to appoint a Graduate School Co-ordinator (Data and Examination) to join the team, based within Registry and Education Service.

The postholder will support the HaSS and SAgE Graduate School with key research student administration/data activities supporting the research student journey, including producing data reports and supporting examination activities prior to thesis submission. The postholder will be part of a the larger HaSS and SAgE Graduate School team and working with and supporting other team members is also a crucial part of the role.

Reporting to the Graduate School Team Leader, this role will ensure all activities are delivered in a timely, appropriate way in line with University regulations and with a student focused approach.

This is a permanent role with full time hours, working Monday- Friday. Blended working arrangements are in place at the university, with some time spent working from home, but you will be required to demonstrate flexibility in this, as the role will often require an on campus presence.

To apply, please complete an online application, upload a CV and a cover letter. Your cover letter should be a detailed supporting statement outlining how your skills and experience can be applied against the below person specification, explaining how you meet the essential criteria outlined below and evidence this with examples. 

We would strongly encourage candidates who are considering applying to contact either Ross Patterson, HaSS Graduate School Manager (ross.patterson@ncl.ac.uk) or Elaine Urwin, SAgE Graduate School Manager (elaine.urwin@ncl.ac.uk) for an informal discussion about the role.

Shortlisted candidates will be invited for in person interview and assessment in the week commencing 20th October 2025. 

Key Accountabilities

• Support the Graduate School Managers and Graduate School Team Leader to maintain accurate individual research student records on the University’s systems (including SAP and NU Reflect/PGR Code of Practice System), assuming an ‘expert user’ role and developing specialist knowledge of the systems and relevant procedures.
• Support the Graduate School Managers/Team Leader with administration in relation to key research student Code of Practice activities.
• Support proactively, internal University systems that ensure research student key stages are correctly reported and that there is compliance with UKVI attendance requirements.
• Administer the University’s attendance monitoring arrangements for research students, including:
  • Generation and distribution of regular attendance/meeting reports
  • Follow up emails to postgraduate research students and supervisors
  • Liaison with the Graduate School Managers/Visa Team and Student Data Team in relation to complex student record
• Oversee the effective delivery of key research student Code of Practice activities and assist with University procedures including:
  • Preparation for Submission of Thesis
  • Nomination and Appointment of Examiners and associated activities/checks including appointment of Independent Chairs.
  • Reviewing and processing invoices received from External Examiners for payment of fees and expenses.
• Provide information and advice to research students, colleagues and other relevant stakeholders, to ensure that University Regulations are adhered to for all research students and maintain a high level of customer satisfaction, by:
• Respond to a diverse range of queries received via email, drop-in, telephone, in a professional and efficient manner. 
• Support the Graduate School team and other University colleagues towards the resolution of system queries in a professional and timely manner, correcting any identified errors. 
• Produce management information about research students at the request of the Graduate School Managers or Graduate School Team Leader and distribute to relevant colleagues and other stakeholders where appropriate, providing reports in an accurate and timely manner, in order to meet University needs to monitor and manage performance. This includes information in response to Freedom in Information requests. In addition, to carry out investigations into records upon request.  To be an ‘expert user’ in the production of reports from University systems. 
• Support the Graduate School Managers in the administration of studentships and related awards, ensuring all data is accurate and produced in a timely manner.  This includes the administration of UKRI studentships.
• Maintain the PGR webpages for Registry and Education Service and the Doctoral College, in order to provide relevant and accurate information to research students and University colleagues who support research students.
• Undertake Finance and Purchasing activities, where required.
• Support other Graduate School team members with key research student activities, as directed by the Graduate School Managers and Graduate School Team Leader as required. 
• To support Doctoral College activities, where required, including the Doctoral College Thesis Prize

Unit Level

• To undertake any other duties as determined by the Graduate School Managers/Graduate School Team Leader/Senior Student Policy Manager.
• To help other members of the team or Registry and Education Service with a range of work, e.g. registration, progression activities and other annual exercises such as
• congregation, as determined and appropriate to the job level.

The Person (Essential)

Knowledge, Skills and Experience 

• A detailed understanding of the main activities within the student life cycle (admission, registration, visa renewal, examination, progression, graduation).
• Excellent communication skills, both written and oral and with the ability to tailor communication style to the audience.
• Excellent IT skills. Ability to use Microsoft Office and in particular the ability to manipulate large datasets in spreadsheets or databases and analyse information for management purposes, with a meticulous attention to detail.
• Excellent planning and organising skills with the ability to manage conflicting priorities and prioritise own workload.
• Ability to assess and analyse problems and suggest solutions; make informed decisions and take responsibility; use initiative and to take action.
• Ability to work effectively within a team and develop effective working relationships.
• Experience of working independently and without close supervision.

Attributes and Behaviour

• Ability to work effectively in complex situations
• Have an analytical and logical approach
• Ability to be comfortable in dealing with staff and students who may be sensitive, upset, assertive etc.
• Ability to work in a confidential, persuasive and discreet manner
• Able to work effectively in a team and to motivate others
• Able to use initiative and to adopt an active approach to problem solving
• Have confidence in dealing with a broad range of complex information
• Respectful of the expertise and contribution of others
• Tailors content of communication to the audience, changing style, tone and format appropriately

Qualifications

• Educated to A level or equivalent.

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: 28655