Share this Job

Operations Assistant

Requisition ID:  21741

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  05-Aug-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: 29 August 2022


The Role


We have an exciting opportunity to join the Operations Team based within Newcastle University’s Finance Hub. The Hub is a large team of skilled and experienced colleagues who manage the financial business activities of the University. We provide a professional and proactive service to our students, colleagues and stakeholders. We are committed to supporting the personal and professional development of our team.
We are looking for someone to provide comprehensive operational and administrative support to the senior management team and professional services colleagues across the Finance Hub. This will include co-ordinating support for committees and meetings; providing support and guidance on People Services issues, purchasing on behalf of the Hub, administering the recruitment process for the Hub; and assisting with co-ordinating health and safety matters. Support for the senior management team will include multiple diary management.   
We are looking for applications from team players with good levels of literacy, numeracy and IT skills, with a working knowledge of Microsoft Office software. Strong oral and written communication skills are essential to effectively and accurately convey key messages to colleagues and stakeholders. We are looking for individuals who are able to demonstrate proven organisation skills and have the ability to effectively multi-task and prioritise workload. 

We are committed to building and maintaining a fair and inclusive working environment and are happy to discuss arrangements for flexible and/or blended/hybrid working.
To apply, please complete an online application and upload a CV and a cover letter. Please complete any application questions as directed. Your cover letter is a supporting statement and you should outline how you meet the essential criteria of the role and evidence this with examples.
If this is you, then we’d love to hear from you. Please contact Janet McCrory via e-mail to


Key Accountabilities

  • Act as the first point of contact and liaison for the Finance Hub, providing a high quality and consistent service. Proactively receive, resolve and respond to enquiries received, ensuring that clear advice is provided to colleagues and external stakeholders
  • Provide diary management to multiple members of the Finance Hub’s Senior Management Team. This includes liaising with relevant staff and external contacts to avoid potential clashes of arrangements and using initiative to re-prioritise changing commitments
  • Take a lead role in supporting the People Services processes and procedures on behalf of the Finance Hub. This will include assistance with sickness procedures and monitoring, annual leave and maternity entitlement calculations, etc. You will advise colleagues as necessary and liaise with other University departments (People Solutions and Payroll in particular) to ensure procedures are followed and records are maintained in a timely manner
  • Assist with the coordination of the end-to-end recruitment process using University systems to enter vacancies for approval and advertisement, supporting through to onboarding of new colleagues. This will require you to advise recruiting managers on the recruitment process; make the necessary arrangements for interviews and liaise with candidates; lead on new starter induction arrangements, etc
  • Using principles of continuous improvement, lead the administration of a number of processes that support the work of the Finance Hub, including, for example, maintaining the University’s Verifying Signatory records. Receiving initial enquiries and requests for updates and leading the annual review process, ensuring records are up to date and accessible to all Hub colleagues
  • Make travel arrangements and other purchases on behalf of Finance Hub colleagues where required and in line with the University’s financial regulations
  • Assist with the Hub’s Health and Safety Management. In particular, coordination of new starter health and safety induction training, fulfil the role of Fire Warden and DSE assessor, etc
  • Responsible for coordinating and supporting designated Finance Hub committees, sub-committees or working groups, including arranging meetings and room bookings etc., coordinating papers, drafting agendas, and taking minutes, maintaining and proactively managing actions
  • Proactively update the Finance Hub’s web pages, working with managers to ensure content is kept up to date
  • Share duties with the Operations Team to support the operation of the Finance Hub, including providing cover during holidays and absences, working as a team to ensure the smooth functioning of the office
  • Undertake any other duties appropriate to the grade as requested by the Office Manager and the Finance Hub’s Senior Management Team


The Person


Knowledge, Skills and Experience

  • Working knowledge of Microsoft Office software 
  • Strong oral and written communication skills to effectively and accurately convey key messages to colleagues and stakeholders 
  • Proven organisation skills with the ability to effectively multi-task and prioritise workload 


Attributes and Behaviour

  • Consistently displays a positive can-do attitude 
  • Works collaboratively with others to build teams and ensure consistency in process and systems use
  • Works calmly and efficiently under pressure and deadlines
  • Conveys confidence
  • Takes a high level of initiative and is able to work independently



  • GCSE, or equivalent, grades A-C in English Language and Mathematics, or vocational qualifications, plus work experience in a relevant role, or relevant work experience in 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: 21741