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Postgraduate Research Administrator

Requisition ID:  5625

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Part Time
Posted Date:  12-Jan-2021


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.


Salary: £21,814.00 - £28,331.00 per annum, pro rata


Closing Date: 26 January 2021


The Role


The Faculty of Medical Sciences’ Graduate School are seeking an experienced and highly motivated individual to support academic colleagues and students studying research programmes. This is an interesting and challenging role, working with students and with colleagues across the Faculty. 


You will support student studies across the full student lifecycle (from registration, through progression to completion).  You will be proactive, highly organised and professional. You will possess excellent organisational and communication skills, have a keen eye for detail and look to identify and implement improvements in processes wherever possible.  A positive ‘can do’ attitude and a flexible and helpful approach is essential.


To provide comprehensive administrative support for the Dean of Postgraduate Studies, Graduate School Manager and associated staff including all areas of postgraduate research (PGR) studies to ensure that Faculty and University policies, deadlines and standards are met.


Postgraduate Research Administrators will be deployed across the Faculty to support Postgraduate Co-ordinators and Postgraduate Research students in a designated geographical location. The exact location of the role will determine the balance of duties undertaken.


For informal enquiries regarding the role, please contact Adam Hiles (Adam.Hiles@ncl.ac.uk) by email in the first instance.


This role is part time 0.6 FTE, fixed term maternity cover until January 2022.


Key Accountabilities


  • Administration of the Faculty’s postgraduate research admissions in accordance with service standards and procedures. This will involve ensuring effective communication with academics, the local Postgraduate Co-ordinator, the University Admissions Office and colleagues across the Graduate School

  • To act as the main point of contact in a designated Faculty location for all postgraduate research enquiries, dealing with queries in an efficient and timely manner, and referring onwards where appropriate, in order to maintain good support mechanisms within the Faculty and ensure that processes and both University and Sponsor regulations are adhered to

  • To manage and maintain records for students, ensuring that all current and archived documents can be accessed in an efficient manner and in line with University retention policies. This includes ensuring learning agreements, research approval forms, applications for title of thesis and external examiner, progression and attendance records, are all submitted in a timely fashion, and that the University’s corporate databases are accurate. You may be asked to either assume an ‘expert user’ role and develop specialist knowledge of University systems and relevant procedures and offer support and training to colleagues, or support the maintenance of detailed student records, including but not limited to information on sponsors, assessors, supervisors and funding arrangements for postgraduate students

  • Ensure attendance and supervisory meetings are recorded on ePortfolio, as required by University policy, through regular monitoring processes and liaison with relevant colleagues

  • To coordinate and organise registration, induction and welcome events for students, working in close partnership with events staff in the academic unit and the wider Postgraduate administration team. This will include any postgraduate research days and other student-focused events as appropriate

  • To provide administrative support for the student progression cycle to ensure deadlines for progression, submission and completion are met and recorded by both staff and students

  • To administer requests for extensions and interruption to studies, providing support and advice for students and academic staff

  • To ensure stipend and fee payment arrangements are in place for sponsored students, and that these have been implemented; providing information to sponsors as appropriate

  • To administer the research degree examination process, making local arrangements with the examiners for the conduct of the viva, ensuring all relevant documentation is received and approved before informing staff and students of the outcome, this includes ensuring compliance with University Regulations

  • To support the Postgraduate Team Leader with information to:

    • inform the internal and external quality assurance and accreditation processes for research students
    • support the production of management reports and statistics to monitor and manage Faculty performance and student performance
  • To assist students with applications for travel grants and with travel arrangements to attend conferences and courses

  • Where appropriate to act as secretary to meetings, including agenda preparation and circulation, minute taking and monitoring progress of actions

  • Maintaining a digital presence (i.e. website and social media sites) with up to date information, including the latest postgraduate opportunities

  • Provide coordination and support for PGR Conferences and PG Student Seminar Series, working in close partnership with events staff in the Academic Units and the Faculty Postgraduate team

  • Any other duties within the scope and general nature of the grade which may be required


The Person (Essential)


 Knowledge, Skills and Experience 

  • Demonstrable experience of working in a Learning and Teaching environment in a HEI
  • Thorough knowledge and understanding of the University's Policies, Procedures and Regulations
  • Knowledge and understanding of Quality Assurance and Enhancement standards and practices in HEIs
  • An ability to assess and analyse problems and suggest solutions; make informed decisions and take responsibility; be innovative; use initiative and work independently
  • Excellent communication skills with the ability to tailor communication style to the audience
  • Excellent planning and organising skills with the ability to manage conflicting priorities
  • Ability to work accurately with attention to detail
  • Ability to work well within a team and develop effective working relationships with a wide range of colleagues
  • Must be pro-active and have a 'can do' approach with the ability to be decisive and take action when required
  • Excellent IT skills. Ability to use Microsoft Excel, Word, Outlook, and PowerPoint, and ability to type documents with both reasonable speed and accuracy and the ability to manipulate and analyse information for management purposes
  • Experience of coordinating and managing complex meetings with a wide range of stakeholders
  • Understanding of the challenges and opportunities for the medical sciences disciplines
  • Experience of SAP and ePortfolio
  • Thorough knowledge and understanding of the Sponsor Regulations


Attributes and Behaviour


  • Understands how best to appeal to the other person/group, correctly interpreting the right way to approach a situation
  • Is factually correct and gives consistent verbal and non- verbal messages
  • Tailors content of communication to the audience, changing style, tone and format appropriately
  • Uses face to face communication
  • Clear and concise

Planning and Organising

  • Effective at working independently, organising and managing a heavy and complex workload
  • Effective at monitoring and controlling work flow of teams
  • Maintains flexibility to allow for changing circumstances
  • Plans workload in and tasks in a systematic way
  • Ensures that all activities are completed on time
  • Uses own and other's time effectively

Team Working

  • Looks at ways of developing cross functional cooperation and support
  • 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
  • Willing to help others and share workloads
  • Supportive of team decisions
  • Ask's others' opinion 

Delivering Services

  • Demonstrates high energy and commitment to the delivery of excellent service
  • Knows and understands customer needs in terms of area output
  • Has a positive attitude for doing things better
  • Pays attention to detail
  • Strives to deliver high quality results
  • Looks for ways to make immediate improvements

Gathering Information

  • Is thorough in investigating an issue
  • Gathers relevant information and facts
  • Keeps up to date with University issues
  • Pieces together information to identify trends
  • Is wary of assuming things
  • Has an eye for detail, spotting errors and ensuring accuracy of information



  • 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 


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff 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.


Requisition ID: 5625