People Services Assistant

Salary: £25,249.00 - £26,707.00  per annum

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.

Closing Date: 03 February

The Role

The University has a values-led Vision and Strategy which sets out an ambitious and exciting journey: to be a people focused, visibly leading University that harnesses academic excellence, innovation and creativity to advance knowledge and provide benefits to individuals, to organisations and to society. To achieve this vision, we recognise that our people, and our culture are critical to our success.

In line with supporting us to achieve our vision, an exciting opportunity has arisen for an experienced administrator to join our People Engagement and Culture Administration team to support Organisational Development, Equality, Diversity and Inclusion, and the Colleague, Health and Wellbeing Team

In order to be successful, you will be educated to GCSE level (Grades A-C) in English and Maths or equivalent, or demonstrable experience in a similar role. You must possess a good level of IT skills, particularly MS Office in particular Outlook, Word and Excel, and PowerPoint. You will be experienced at working to tight deadlines and managing priorities to ensure to manage your time and work effectively. You should have excellent interpersonal communication skills and the ability to work both independently and flexibly as part of a team.

This is a full time, fixed term post available for the duration of 8 months.

For more information about this opportunity please contact Karen McDowell - Head of Organisational Development, Karen.Mcdowell@newcastle.ac.uk

To apply please upload your CV along with cover letter evidencing how your skills and experience align to the person specification as outlined within job description.

Key Accountabilities

• The role will be responsible for the co-ordination and administration of all aspects of events, activities and training programmes as well as providing general administrative support to the team.
• Administer a variety of events and training activities in accordance with established standards and procedures, using appropriate software as required.
• Be part of the team that covers the reception areas within the team’s locations and provide registration and greeting services at events and activities as required.
• Produce professional materials for events and activities including workshop handbooks, PowerPoint slides, participants’ information and marketing materials maintaining all accessibility standards
• Record, monitor and report on events and activities using SAP and the University’s Learning Management System to ensure the effective recording of attendance and participation,Evaluate all identified events and activities to ensure high standards are maintained and to measure the impact of these activities.
• Produce professionally presented management information reports on training activity so that decisions are well informed by accurate information.
• Produce purchase orders, process goods receipts and invoices promptly using SAP Purchasing and Sales to ensure timely and accurate transactions.
• Provide a professional, flexible and efficient response to internal customers and external consultants, whether in person or otherwise.
• To book travel and accommodation as required for colleagues within the People Engagement and Culture Teams.
• To manage agendas and take minutes at meetings and committees as required.
• Provide cover and support for other members of the People Engagement and Culture Admin Team as required.
• To support the Admin Team Leader with the resource planning process to ensure that finances are appropriately and efficiently managed. This includes monitoring budget spends and advising of overspend or underspend.
• To undertake any other duties in line with the university’s People Engagement and Culture agenda as required

The Person (Essential)

Knowledge, Skills and Experience

• Experience in a busy administration environment
• Experience of organising events and activities
• Experience of maintaining accurate records using appropriate software
• Demonstrable skills in Microsoft Office, in particular Outlook, Word, Excel and
• PowerPoint. Experience of using Sharepoint and T4 are also desirable
• Experience of managing a large, varied workload with competing demands
• Able to demonstrate high levels of numeracy and literacy
• Experience of ordering goods and services, ideally using SAP
• Experience of booking venues, travel and accommodation
• Minute taking and managing agendas
• Willingness to undertake First Aid training (desirable)

Attributes and Behaviour

• Ability to prioritise workload to meet deadlines
• Ability to use own judgement and initiative
• Excellent organisational skills and attention to detail
• Ability to communicate appropriately with colleagues at all levels
• Ability to demonstrate a professional and proactive approach to customer services
• Commitment to working as part of a team
• Commitment to developing new skills

Qualifications

• Educated to GCSE level (in English and Maths) Grades A-C, or equivalent, or demonstrable experience

Newcastle University is a global University 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.

We are committed to being a fully inclusive 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 of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a Gold Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.  We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 28966

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