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Operations Assistant

Requisition ID:  20505

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  16-Jun-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: £20,092 with progression to £21,686 per annum


Closing Date: 27 June 2022


The Role

We are looking for highly motivated and enthusiastic individuals to join the School of Engineering Operations Team as Operations Assistants in our School offices. This is a varied and wide-ranging role which covers all aspects of day-to-day administration support to staff and students within the School.


You will provide a first point of contact reception service for the unit; you will manage enquiries and provide a customer focused approach by consistently delivering excellent customer service with an informed, welcoming and confident approach. 


You will be a confident communicator and have great interpersonal skills, with the ability to build positive working relationships with all colleagues and customers. A forward thinking, pro-active and positive “can do” attitude and flexible approach is vital to ensure the success of the role. Your ability to work alone using initiative is required as well as building and maintaining effective working relationships at all levels to ensure you are a key member of our team.


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


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.


Please note that interviews are expected to take place on 12th July 2022. 

For further details or an informal conversation, please contact Dawn Cuthbertson, Operations Team Leader on 


Key Accountabilities

  • 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 and communication of outcomes to appropriate individuals
  • Receive visitors to the office and escort them to their destination
  • Disseminate information on behalf of the unit, as requested
  • In School based front offices, the Operations Assistant will manage the coursework submission process; recording submission dates, monitoring the assessment process, sampling and returning marked work to students in accordance with University Regulations 
  • Maintain up to date records; gathering data from colleagues in the Faculty, and entering the data accurately in order to maintain database(s) and/or specified areas of the Faculty’s website and intranet
  • 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
  • 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
  • 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
  • Contribute to the effective and efficient running of a designated office through a team approach, providing assistance to colleagues as appropriate
  • Undertake other duties, commensurate with the grade, as required by the line manager


The Person


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 Behaviours

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; 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 

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 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: 20505