Operations Administrator

Salary: £31,236.00 - £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: 10 December 2025

The Role

To provide administrative support to the PSRC Director, Operations Manager and five Theme Leads, as part of the PSRC (Transforming care and improving safety for patients with multiple long-term health conditions (MLTCs)).

To ensure the operational aspects of the PSRC are managed and carried out effectively. You will be based within the School of Pharmacy and will work within their policies and procedures where possible, and will have a key outward facing role in supporting the PSRC.

Candidates wishing to discuss the post may contact Pippa Wood, PSRC Operations Manager at pippa.wood@newcastle.ac.uk

For more information about the Faculty of Medical Sciences, please visit: https://www.ncl.ac.uk/medical-sciences/

For more information about the School of Pharmacy, please visit: https://www.ncl.ac.uk/pharmacy/.

For more information about the NIHR Newcastle PSRC, please visit: Pioneering Patient Safety Research - PSRC

Closing date: 10 December 2025

Interview date: 19 December 2025

Key Accountabilities

• You will provide support and coordination to the Director, Operations Manager and Theme Leaders
• You will ensure that day to day business is carried out effectively and monitor milestones of all aspects of the project
• To develop and maintain administrative systems and processes to enable reporting of management information. To assess information needs, collate, analyse and make recommendations to support decision making on the project
• To maintain oversight of invoices, expense claims etc. on behalf of project staff ensuring all expenditure is against correct budget sub-headings
• To be the key point of contact for the PSRC for specific project related queries and reporting 
• Assist in organising conferences and other stakeholder engagement events (e.g. Public & Patient Involvement and engagement (PPIE) events) led by the PSRC. 
• To provide or maintain oversight and assure quality of general administrative support including:
• Arranging meetings, sometimes elsewhere in the UK 
• Taking and producing meeting minutes, advising on course of action and ensuring actions are followed up
• Monitor agreed actions to ensure they are undertaken by those assigned responsibility
• Supporting the meetings of any External Groups, liaising with External Chairs
• Producing reports, developing operating procedures, guidance, newsletters, etc. 
• Establish and maintain database(s) of all data
• Oversee data entry and ensure data quality

The Person (Essential) Knowledge,

Skills and Experience 

• Experience of working/responding independently and dealing with unforeseen problems and circumstances
• Proven written and verbal communication skills,
• Works calmly and efficiently under pressure and to tight deadlines, with excellent organisational skills
• Has proven ability of establishing, reviewing and monitoring administrative systems in office environments,
• Experience of acting as secretary in meetings, producing agendas, minutes and actions

Attributes and Behaviour 

• Works in a planned and structured way
• Uses own and others’ time effectively
• Sets own priorities in conjunction with team andarea objectives
• Plans workload and tasks in a systematicway
• Chooses communication tools appropriately e.g. selective use of emails and other channels of communication, 
• Looks at ways of overcoming obstacles rather than coming to a standstill
• Confidently deals with a broad range of information
• Proven ability to work to deadlines, organise own workload and work independently 
• Excellent organisational and time management skills 
• A positive and supportive attitude; ability to work flexibly and cooperatively with others 

Qualifications 

• A’ level (or equivalent) qualification plus work experience in a relevant role or broad work experience acquired through a combination of vocational training and considerable work experience, demonstrating development through progressively more demanding relevant roles

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: 28863