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PA to Head of School and School Manager

Requisition ID:  20522

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  20-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: £22,254 to £23,487 with progression to £25,627 per annum


Closing Date: 05 July 2022


The Role

The School of Arts and Cultures is looking for a professional and enthusiastic Personal Assistant to provide comprehensive support to the Head of School and School Manager to cover a period of maternity leave. 

You will be responsible for efficient and effective diary and email management, organisation of meetings and key School events and administration of a range of People Services processes.


If you have excellent organisational and communication skills with the ability to work autonomously and use your initiative then this could be the perfect role for you.  You should be proactive, able to pay attention to detail whilst working to deadlines and be able to act with discretion and maintain confidentiality.


This post is fixed term for a period of up to 15 months from ideally the end of July to cover a period of maternity leave.


We would welcome applications from internal candidates seeking secondment opportunities.


Informal enquiries may be made to Bev Brooks, School Manager by email:


Key Accountabilities

  • Manage the Head of School’s diary to ensure efficient use is made of their time, arrange travel as required and ensure all meeting documentation is prepared.  Receive, screen and prioritise incoming emails and be the first point of contact for telephone calls, answering routine correspondence or re-routing where relevant
  • Ensure the Head of School is aware of all deadlines and prepare information and papers as necessary, with urgent matters prioritised and highlighted
  • Support the Head of School with their external and research work, including organising meetings and assisting with collation and dissemination of data
  • Implement and maintain effective office procedures to support the Head of School and School Manager’s work
  • Provide support for School committees and organise key School events as required
  • Support the Head of School and School Manager with communication across the School, including administration of a regular newsletter and updating the website as necessary
  • Manage the School Manager’s diary
  • Provide administrative support for a range of People Services processes across the School, handling confidential information and sensitive issues on behalf of the Head of School and School Manager.  This will include coordinating colleague recruitment, induction, probation and PDR, promotions and absence management
  • On occasion, the post-holder may be reasonably required to carry out duties not specifically described here.  Such requests will be in the interests of maintaining the smooth running of School activities and in line with the grade of this post


The Person 


Knowledge, Skills and Experience

  • Experience in a role that demonstrates your organisational ability
  • Excellent communication and organisation skills with the ability to liaise professionally at all levels of the organisation as well as with external partners and visitors
  • Able to prioritise and work to deadlines with a flexible attitude to work demands
  • Ability to act with tact and discretion and maintain confidentiality
  • Able to demonstrate the ability to be proactive, use initiative and make decisions within remit of role
  • Excellent IT skills with the ability to maintain and manipulate complex data
  • Attention to detail
  • Experience of working autonomously, using initiative and taking decisions on a regular basis


Attributes and Behaviour


  • Is factually correct and gives consistent verbal and non-verbal messages
  • Chooses communication tools appropriately
  • Uses face to face communication regularly

Projecting Confidence

  • Projects energy; enthusiastic and positive outlook
  • High level of self-motivation even when things are not going well
  • Remains calm when responding to challenging situations

Planning and Organising

  • Works in a planned and structured way
  • Uses own and others’ time effectively
  • Ensures that all activities are completed on time

Delivering Services

  • Sees other departments and colleagues as ‘customers’ and follows through on their enquiries and requests
  • Has a positive attitude for doing things better



  • Educated to GCSE level (or equivalent) in Maths and English or equivalent work experience

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: 20522