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Operations Administrator

Requisition ID:  24641

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Part Time
Posted Date:  14-Nov-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: 29 November 2022


The Role


We are looking for a highly motivated and enthusiastic individual to join our dedicated Professional Services Team as Operations Administrator, based in the Faculty of Science, Agriculture and Engineering (SAgE) Research team. Your role will be to focus on supporting Newcastle University Centres of Research Excellence hosted in the SAgE Faculty and general administrative support to facilitate research across the faculty.


Research across the SAgE Faculty tackles some of the biggest challenges society faces. This is an opportunity to play a key role in supporting our cross disciplinary research across the whole University. A major part of the role will be providing day-to-day administrative support across the NUCoREs with a wide and varied remit. You will have responsibility for maintaining and applying operational processes necessary to support the effective operation of the NUCoREs. 


We are seeking to appoint an individual with demonstrated organisational skills and with excellent interpersonal and communication abilities that allow confident engagement with colleagues at every level of seniority. You should have good all-round IT skills, be adept at using Microsoft Office (Outlook, Word) and have a keen eye for detail. You should be a team player and also able to use your own initiative to prioritise key takes to ensure deadlines are met. Previous experience of working within higher education would be advantageous but is not essential. A positive ‘can-do’ attitude and a flexible, helpful approach is essential. 


For more information on Newcastle University Centres of Excellence, please click here.


For more information about the SAgE Faculty, and our research, 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 are committed to building and maintaining a fair and inclusive working environment.  This position is available immediately and is offered on a part-time basis working 29.6 hours per week (0.8FTE). We would be happy to discuss arrangements for flexible and/or blended working. Weekday roster will be determined at offer stage.

To apply, please complete an online application form and upload your CV and cover letter. In your cover letter, please state how you are a good fit for this role. Please outline how you meet or exceed the essential requirements of the role as outlined below, we recommend that you provide examples to best demonstrate how you meet the essential requirements.
For informal enquiries about the role, please contact Kate McGill, Head of Faculty Research, at:

 Key Accountabilities

  • To provide comprehensive administrative service to an identified unit; working as part of a team to maintain and develop the processes necessary to support the activities of the Units’ Senior Management Team to achieve the faculty’s strategic aims and objectives. 
  • Responsible for coordinating and supporting designated committees, sub-committees or working groups, including arranging meetings and room bookings etc.; coordinating papers, drafting agendas; and taking minutes; maintaining and proactively managing actions. 
  • To provide administrative support to the Senior Management Team as required, including (but not exclusively) in relation to meeting requests, diary management, travel arrangements (which may be complex regional, national and international), booking accommodation, conducting initial investigations/research or drafting correspondence as required. Correspondence may be complex reports, letters, proposals or presentations. 
  • To 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. 
  • To provide administrative support to specific projects e.g supporting meetings, monitoring and completing project plans, completing score cards on behalf of the project manager/sponsor 
  • To 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. 
  • To develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate. 
  • To 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. 
  • To manage team of operations assistants where relevant 
  • Any other duties within the scope and general nature of the grade which may be required. 


The Person 


Knowledge, Skills, and Experience

  • Working knowledge of relevant systems, equipment, processes, and procedures including standard software packages
  • Good numeracy skills
  • Good I.T. skills
  • Familiarity with work priorities and those of colleagues
  • Good written and/or oral communication skills
  • 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
  • Experience of prioritising workload and handling conflicting priorities
  • 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
  • Where relevant, ability to train/develop and manage other staff


Attributes and Behaviour 

  • Planning and Organising 
    • Works in a planned and structured way
    • Uses own and others’ time effectively
    • Sets own priorities in conjunction with team and area objectives
    • Plans workload and tasks in a systematic way
    • Ensures that all activities are completed on time
    • Uses systems and tools to ensure records and audit trails are clear and up to date
    • Keeps work systems up to date, neat and tidy
    • Ensures that others know how process and systems work
  • Communicating 
    • Is factually correct and gives consistent verbal and nonverbal messages
    • Clear and concise; gets the message across to others
    • Chooses communication tools appropriately e.g., selective use of emails and other channels of communication
    • Tailors content of communication to the audience, adjusting style, tone, and format appropriately
    • Uses face to face communication regularly; team meetings, one to ones, informal discussions/chats, briefing sessions
    • Can hold attention of others using appropriate techniques; questioning, rhetorical questions, changing tone and pace of voice and animated style
  • Team working 
    • Respects the expertise and contribution of others even if own opinion is different. Shares relevant and useful information with others
    • Keeps other team members up to date with progress
    • Gets involved with team tasks
    • Willing to help others and share workloads
    • Supportive of team decisions
    • Asks others’ opinions
    • Respects the value that different views bring to the team
  • Finding Solutions 
    • Uses initiative to sort things out, is enterprising in effective use of material, financial and human resources
    • Looks at ways of overcoming obstacles rather than coming to a standstill
    • Confidently deals with a broad range of information 
    • Keeps an open mind to alternative ways of doing things
    • Proactively anticipates and plans for likely problem areas or obstacles by assessing and managing risks



  • Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or Substantial relevant work experience in the unit or a comparable setting



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: 24641