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Operations Administrator

Requisition ID:  19795

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Part Time
Posted Date:  12-May-2022

We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


What’s in it for you? 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.

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.


Newcastle University is 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.


Salary: £22,254 to £23,487 with progression to £25,627


Closing Date: 29 May 2022


The Role


We are looking for a highly motivated and enthusiastic individual to join our Operations Team in the School of Mathematics, Statistics and Physics.


Your purpose in this role will be to provide comprehensive administrative support to colleagues delivering a research project funded by Science and Technology Facilities Council (STFC) with the project title Astronomy Theory at Newcastle.

 You will support colleagues working on the grant covering a wide range of duties to include scheduling meetings, arranging events, liaising with partners, compiling minutes, reporting on, and following up actions and arranging travel.   

You will have excellent organisational and interpersonal skills, be able to demonstrate high levels of accuracy and attention to detail, be a team player, and can use your initiative, prioritise your workload and handle conflicting deadlines.  

A comprehensive and up to date knowledge of Microsoft Office packages is essential.  You should have excellent written and verbal communication skills and have the ability to establish good working relationships with a wide range of individuals.


To apply, please complete an online application and upload a CV and a cover letter. Your cover letter is a supporting statement and you should outline how you meet the essential criteria of the role and evidence this with examples. 

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.


The position available is part-time (18.5 hours per week) for a fixed term period of 36 months. 


For any informal enquiries, please contact Sarah Wheatley, Operations Manager –


Key Accountabilities

  • Provide a welcoming and helpful service to colleagues, students and visitors with a clear focus on customer service
  • Responsible for coordinating and supporting designated committees including arranging meetings and room bookings etc.; coordinating papers, drafting agendas; and taking minutes; maintaining and proactively managing actions
  • Provide personal administrative support to the Senior Management Team as required, including (but not exclusively) in relation to meeting requests, diary management, travel arrangements conducting initial investigations/research or drafting correspondence as required, correspondence may be complex reports, letters, proposal or presentations
  • Lead the administration of designated processes in the Unit, including receiving initial enquiries/requests/applications; application of agreed operating procedures (escalating as appropriate) and monitoring progress. Taking responsibility for determining the appropriate mode of communication and accuracy of the content when conveying information
  • Ensure the staff lifecycle is fully supported within the Unit by ensuring appropriate administrative procedures are in place and monitored
  • Proactively receive, resolve and respond to enquiries received into the Unit, to ensure that an effective service and clear advice is provided to colleagues and customers. Working closely with other units in the Faculty and across the University
  • Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate
  • Manage records relating to the functions of the Unit, to include taking responsibility for maintaining database(s) of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered / recorded
  • Manage a team of operations assistants as required
  • Contribute to the effective and efficient running of a designated office through a team approach, providing assistance to colleagues as appropriate
  • Work as part of the wider unit 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

  • Relevant work experience in a customer service environment
  • A flexible attitude to work demands and customers and a commitment to excellent customer service
  • Good numeracy skills
  • Good working knowledge of Microsoft Office software packages
  • Ability to communicate clearly orally and in writing
  • Understanding of relevant policies and procedures, as they affect the role,
  • and the quality standards and outputs required
  • Ability to apply relevant health and safety and other University policies and procedures
  • Familiarity with using initiative and judgement to resolve problems independently
  • Ability to work calmly under pressure to manage competing deadlines
  • Experience of working in a diverse team
  • Experience of working with senior managers in a large organisation
  • Experience of acting as secretary in meetings, producing agendas, minutes and following up actions


  • Ability to train/develop and manage other staff 


Attributes and Behaviour

  • Has a positive attitude for doing things better
  • Looks for ways to make immediate improvements
  • Works in a planned and structured way
  • Uses own and others time effectively
  • Plans workload and tasks in a systematic way
  • 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
  • Takes responsibility for achieving own targets



  • Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications

The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 19795