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Operations Administrator

Requisition ID:  22966

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  20-Sep-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: £23,144 to £24,285 with progression to £26,396 per annum


Closing Date: 12 October 2022


The Role


The School of Engineering is looking for highly a motivated and enthusiastic individual to join our Operations Team in the School of Engineering.


This is an exciting opportunity to join a highly motivated and results orientated team in the School’s Professional Services. As a member of the Operations Team, you will deliver comprehensive administrative support and outstanding customer service, developing excellent working relationships with colleagues and students. 


Working as part of the Operations Team, you will lead on the delivering of excellent customer service to academic colleagues, students, and all visitors. You will ensure the smooth and effective running of administration duties in your area and supervise a team of administrative colleagues.


You will be interested in working in a fast-paced, varied, and challenging environment. You must be proactive and a confident team player, with excellent communication skills and the ability to manage a diverse and complex workload. You will have a keen eye for detail and look to identify and implement improvements in processes and procedures. Excellent planning and organisational skills are essential.


We are committed to building and maintaining a fair and inclusive working environment. The position is available immediately and is offered on a full-time, open-ended basis and we may be happy to explore arrangements for blended working.


For more information about the School of Engineering, please click here.


We’re celebrating 150 years of Science, Agriculture and Engineering. Although a huge amount has changed over the last 150 years, one thing has stayed the same: our commitment to making a difference. We're educating the next generation of experts and tackling the biggest challenges facing our planet. Our innovative work has always focused on making a difference to people’s lives, and you can be part of it.


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.


This is a full time (37 hours per week), open ended position available with an immediate start. 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 is a supporting statement, and you should outline how you meet the essential criteria of the role and evidence this with examples. 


For further details or an informal conversation, please contact Jen Richmond, Operations Team Leader on

Key Accountabilities

  • Provide a professional and proactive service to colleagues, students and visitors with a clear focus on customer service
  • Supervise a team managing the allocation of duties and workload where appropriate
  • Lead the administration of designated processes within your area, including adhering to agreed operating procedures, escalating as appropriate and monitoring progress
  • Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate
  • Act as secretary to meetings including logistical arrangements such as room bookings, agenda preparation and circulation, minute taking and monitoring progress of actions
  • Undertake an active role in the health and safety management of a designated office, contributing to the maintenance of a safe working environment for colleagues and visitors
  • Take the lead on general administrative support to colleagues and students as required, including (but not limited to) purchasing, travel and assisting with the running of events
  • Work as part of a wider Faculty and 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

  • 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
  • Ability to follow and implement policies and procedures
  • Ability to use initiative and judgement to resolve problems independently
  • Ability to work calmly under pressure and to manage competing deadlines
  • Experience of working independently and as part of a team
  • Experience of administrative duties, including but not limited to general meeting support, diary management, dealing with enquiries.
  • Ability to train/develop and manage other staff


Attributes and Behaviour

  • A positive, proactive and professional customer focussed attitude
  • 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



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



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: 22966