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Operations Assistant

Requisition ID:  20821

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Part Time
Posted Date:  23-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: 18 July 2022


The Role 


You will provide comprehensive administrative and operational support services to the Student Financial Support Team and on occasion the wider Student Health and Wellbeing Service. 


You must be proactive with a flexible approach to work and be able to operate in a fast-paced, customer-focussed team.  You must possess excellent organisational and IT skills as well as a high degree of accuracy. You should also show a keenness to broaden your understanding and experience of working in a diverse, international HE environment. 


This is a maternity leave cover role for up to 39 weeks working 27.01 hours per week. 


For an informal discussion or for further information contact Emma Hope, Student Financial Support Team Manager, 


Key Accountabilities 

  • Contribute to the effective and efficient running of the Student Financial Support Team through a team approach, providing assistance to colleagues as coordinated by the Team Manager 
  • Provide general administrative support as required, including (but not exclusively) diary management, scanning, filing, photocopying, data entry, responding to email and telephone enquiries
  • Disseminate information to and from the Team, as requested
  • Receiving and resolving enquiries from staff, students and external organisations
  • Arranging and where necessary attending meetings, recording and progressing actions arising from such meetings
  • Provide assistance with recruitment campaigns and support the effective onboarding on new appointees
  • Support the effective implementation of Health and Safety across SFST, for example ensuring that DSE assessments are carried out and requirements are actioned
  • Organise travel, accommodation and conference / workshop attendance
  • Check, prepare and process in SAP the appropriate documentation for purchasing and paying invoices, resolving queries, complying with University financial regulations and internal accounting procedures and maintaining files for audit purposes
  • Contribute to a range of work, events and projects coordinated by the Student Financial Support Team and the wider Student Health and Wellbeing Service
  • Act professionally, maintain confidentiality and demonstrate a positive attitude for doing things better
  • To undertake other duties, commensurate with the grade, as required by the Manager of the Student Financial Support Team or the Director of Health and Wellbeing


The Person 


Knowledge, Skills and Experience  

  • Good communication, interpersonal and organisational skills 
  • Excellent level of literacy and numeracy 
  • Ability to work accurately and meticulous attention to detail 
  • Ability to use tact and discretion and maintain confidentiality 
  • Ability to work using own initiatives within boundaries 
  • Ability to work flexibly and co-operatively with others and as part of a team 
  • Good clerical or administrative background in a customer-facing role
  • Excellent computer literacy and a high degree of competency in MS Office


Attributes and Behaviour 

Planning and Organising 

  • Works in a planned and structured way 
  • Uses systems and tools to ensure records and audit trails are clear and up to date 
  • Ensures that all activities are completed on time 
  • Keeps work systems up to date, neat and tidy

Team Working 

  • 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 

Delivering Services 

  • Sees other departments and colleagues as “customers” and follows through on their enquiries and requests 
  • Co-operates with others in achieving targets 
  • Takes responsibility for achieving own targets 
  • Has a positive attitude for doing things better 
  • Pays attention to detail 
  • Strives to deliver high quality results 



  • Educated to GCSE level (or equivalent) or vocational qualifications, plus work experience in a relevant role

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: 20821