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Operations Assistant

Requisition ID:  9942

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  22-Jul-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 with progression to £21,236  per annum

Closing Date: Thursday 05 August 2021


The Role


Newcastle University is seeking an enthusiastic and highly motivated Operations Assistant to join the Business, Planning and Governance Team. You will provide comprehensive administrative support, working as part of a team to deliver services and activities in support of the Senior Management Team and for key activities across the School.  


You will have experience of providing a professional, customer-focused administrative service, ideally in a Higher Education setting. You will be a flexible and possess excellent communications and organisational skills, is able to prioritise and work to deadlines, and demonstrates high levels of accuracy. You will have comprehensive knowledge of Microsoft Office packages, and the ability to learn how to use other systems.


For informal enquiries regarding the role, please contact Stephanie Gibson, Head of Business, Planning & Governance (stephanie.gibson@ncl.ac.uk) by email in the first instance. For a full job description and details on how to apply, please see the Newcastle University website.


For more informatiopn about Newcastle University Business School please visit our website https://www.ncl.ac.uk/business/


The post is full time, fixed-term until May 2022 (Maternity cover)


Key Accountabilities


  • To administer a number of processes using existing systems or processes including: receiving initial enquiries/applications; application of existing systems/standard operating procedures (escalating as appropriate); monitoring progress; communication of outcomes to appropriate individuals 
  • To disseminate information on behalf of the School, as requested 
  • To maintain up to date records, gathering data from colleagues in the School, and entering the data accurately in order to maintain database(s) and/or specified areas of the School’s website and intranet 
  • To provide general administrative support as required, including (but not exclusively) purchasing, booking travel, 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 
  • To assist with the organisation of committees, sub-committees, working groups and events, to include room bookings, organising catering, supporting the preparation and circulation of papers, managing the membership of mailing lists 
  • To contribute to the effective and efficient running of School operations through a team approach, providing assistance to colleagues as appropriate 
  • 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 
  • To 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 
  • To carry out other duties, as defined by line manager, which support the successful achievement of Business School vision and strategy 


The Person (Essential)

 Knowledge, Skills and Experience


  • Experience of providing a professional, customer-focused administrative service
  • Ability to prioritise own work and remain calm under pressure to manage competing deadlines
  • Ability to communicate clearly orally and in writing
  • Good numeracy skills
  • Good I.T. skills including Microsoft Office packages
  • Experience of advising on policies and procedures to ensure compliance, to the workplace
  • 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
  • Demonstrable work experience in a relevant role and/or comparable setting
  • Experience of working in the higher education sector in an administrative role
  • Experience of project/events coordination




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





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.


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.


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.

Requisition ID: 9942