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Operations Assistant

Requisition ID:  8721

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  02-Jun-2021


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.


Salary: £19,133.00 with progression to £21,236 per annum 

Closing Date: Thusday 24th June 2021

The role

The SagE faculty are seeking a highly motivated and enthusiastic individual to join School of Natural Environmental Sciences as an Operations Assistant.

You will provide comprehensive administrative support to a designated unit in the Faculty; working as part of a team to deliver services that support the activities of the unit’s Senior Management Team to achieve the Faculty’s strategic aims and objectives.


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.
We appoint on merit and particularly welcome applications from groups that are currently underrepresented in administrative Professional Services such as LGBTQ+, Black, Asian and Minority Ethnic (BAME) colleagues and individuals who legally identify as male.


For all informal enquiries, please contact Steven Bell, via email:  Steven.Bell@newcastle.ac.uk 


For more information about the School of Natural and Environmental Sciences please website - https://www.ncl.ac.uk/nes/


Key Accountabilities

• To administer several processes using existing systems or processes including receiving initial enquiries/applications; application of existing systems/standard operating procedures (escalating as appropriate), monitoring progress and communication of outcomes to appropriate individuals.

• To receive visitors to the office and escort them to their destination.

• To disseminate information on behalf of the unit, as requested.

• To maintain up to date records; gathering data from colleagues in the Faculty and entering the data accurately to maintain database(s) and/or specified areas of the Faculty’s website and intranet.

• To provide general administrative support as required, including (but not exclusively) purchasing, receipt of deliveries, defect reporting, assisting with the running of events.

• Administering post, maintaining office equipment and stocks of consumables, preparing routine correspondence, reception services and diary management.

• In School based front offices, the Operations Assistant will provide support to the academic groups delivering research and teaching.

• To assist with the organisation of committees, sub-committees or working groups, to include room bookings, organising catering, supporting the preparation and circulation of papers, managing the membership of mailing lists.

• To 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.

• To contribute to the effective and efficient running of a designated office through a team approach, helping colleagues as appropriate.

• To undertake other duties, commensurate with the grade, as required by the line manager.

The Person (Essential)

Knowledge, Skills and Experience 


• Working knowledge of relevant systems, equipment, processes and procedures including standard software packages;

• Appreciation of the standards for the conduct and output of the role;

• Ability to communicate clearly orally and in writing;

• Numeracy skills;

• Good I.T. skills;

• Familiarity with work priorities and those of colleagues.  Ability to work calmly under pressure to manage competing deadlines;

• Basic understanding of relevant policies and procedures, as they affect the role;

• Ability to apply relevant health and safety and other University policies and procedures;

• Have proven ability to exercise discretion and understand confidentiality issues;

• A flexible attitude to work demands and customers and a commitment to excellent customer service;

• Good organisational skills, with ability to solve problems;

• Experience of project/events management.

Attributes and Behaviour


• Works in a planned and structured way; 

• Uses own and others’ time effectively; 

• Sets own priorities in conjunction with team and area objectives; 

• Ensures that others know how process and systems work;

• Clear and concise, gets the message across to others;

• Is factually correct and gives clear and concise support and advice to customers;

• 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’ opinion, respects the value that different views bring to the team

• 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.


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff 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.


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: 8721