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Operations Administrator

Requisition ID:  24708

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  16-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: 01 December 2022


The Role


Newcastle University is seeking an enthusiastic and highly motivated Operations Administrator to join the Business, Planning and Governance Team. You will provide support for identified members of the Senior Management Team, lead the administration of designated School processes and activities as well as undertaking a wide range of administrative services in support of the School’s strategic aims and objectives.


Successful candidates will possess demonstrable experience working in a busy multifunctional office, ideally in Higher Education. This will include experience of working with senior managers in a large organisation, prioritising workload and handling conflicting priorities to meet deadlines. You will possess excellent organisation and communication skills and be able to demonstrate high levels of accuracy, together with the ability to use initiative and apply judgement. You will have comprehensive knowledge of Microsoft Office packages, and the ability to learn how to use other systems. You will also have the ability to develop and manage other staff.


For informal enquiries regarding the role, please contact Kimberley Drummond, Accreditation Manager ( by email in the first instance.


For a full job description and details on how to apply, please see the Newcastle University website. Secondments are welcome.


Key Accountabilities

  • Responsible for coordinating and supporting designated committees, sub-committees or working groups, including arranging meetings and room bookings etc. Coordinating papers, drafting agendas, taking minutes, maintaining and proactively managing actions
  • Provide administrative support to members of the Senior Management Team and other staff 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
  • Lead the administration of designated processes in the School, including receiving initial enquiries/requests, 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
  • Support the Operations Officer and Subject Group Heads on inputting of information into the School’s Workload Allocation Model. Extracting and downloading reports where appropriate
  • Provide administrative support to specific projects, e.g. supporting events, meetings, completing score cards on behalf of the project manager/sponsor
  • Proactively receive, resolve and respond to enquiries received into the School, 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 School, 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 an individual/team of Operations Assistants, where relevant
  • You will be on the School’s reception rota and will be expected to take on a generic health and safety role within the School
  • Work closely with colleagues/teams at School, University and Faculty level to: deliver Business School strategy, ensuring alignment with the University’s strategies, policies, guidelines and approaches; share best practice in a service culture; and undertake joint planning with a commitment to change management in order to maximise impact and effectiveness
  • Carry out other duties, as defined by line manager, which support the successful achievement of Business School vision and strategy


The Person


Knowledge, Skills and Experience

  • Experience of working in a busy multifunctional office providing a professional, customer-focused administrative service
  • Excellent organisation skills and attention to detail
  • Experience of providing a profession support service to senior management
  • Proven ability to exercise discretion and understand confidentiality issues
  • Ability to use initiative and judgement to resolve problems independently
  • Experience of prioritising workload and handling conflicting priorities in order to meet deadlines
  • Flexible attitude to changing work demands and customer needs
  • Ability to understand and implement policies and procedures
  • Experience of acting as secretary in meetings, producing agendas, minutes and following up actions
  • Experience of supervising, developing and managing staff
  • Excellent written and oral communication skills
  • Good numeracy skills
  • Comprehensive knowledge of Microsoft Office packages



  • Grades A-C in English Language and Mathematics at GCSE (or vocational qualifications or equivalent) plus demonstrable work experience in a relevant role and/or 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: 24708