Share this Job

Project Support Officer/PA

Requisition ID:  5373

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Part Time
Posted Date:  16-Nov-2020


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 - £23,067 per annum, pro rata 


Closing Date: 7 December 2020

The Role


You will provide comprehensive project and PA support, primarily to the Company Creation team (part of Business Development and Enterprise (BDE) and related Northern Accelerator activities.  You will be required to manage and prioritise a demanding and dynamic workload in a professional manner with limited guidance and instruction using your initiative and judgement in order to address issues and resolve problems.  You will act as a focal point for all enquiries and will play an important role in liaising with both University and external colleagues.


The post is part time (29.6 hrs per week).


For informal enquiries please contact: david.huntley@ncl.ac.uk



Key Accountabilities


  • To provide comprehensive administrative support to the Head and the Company Creation team.  This will include diary management on behalf of the Head to ensure urgent and/or important appointments are given priority and efficient use is made of their time. Liaising with relevant staff and external contacts to avoid potential clashes of arrangements and using initiative to re-prioritise changing commitments.  This will also include receiving, screening and prioritising incoming emails and correspondence and providing the Head with the necessary information to assist with replies and drafting responses 
  • To take responsibility for the day to day administration of the Northern Accelerator project within Newcastle University.  In collaboration with others, this will include becoming familiar with the terms and conditions of the European Structural and Investment Funds award to ensure ERDF compliance.  To provide comprehensive administration to include: developing procedures to meet contractual and legal obligations, scheduling and maintaining records of all meetings. As part of this, to take specific responsibility for ensuring the distribution, control and coordination of the completion of time sheets by project team members, BDMs and relevant academics for cost claim and audit purposes.  This will also include working with relevant stakeholders in other Universities
  • To be responsible for the financial management of Northern Accelerator Proof of Concept projects (and other similar such projects).  This will include providing advice and guidance to Principal Investigators on project spend (ensuring this is in line with funder regulations), monitoring of spend and the preparation of claims to draw down grant funding
  • To process expenditure within the Company Creation office including in particular expenditure relating to the ERDF programme. This will require checking that spending is within defined limits and is charged to the correct budgets.  To ensure the timely administration of on-line expenses, ensuring transactions are charged to appropriate accounts. To administer accounts carrying out invoicing and other transactions using SAP/P2P purchasing & sales. Raise purchase orders, process goods receipts and invoices promptly using SAP Purchasing and Sales and deal with financial enquiries to ensure timely accurate transactions.  Dealing with any questions on expenditure raised by the Commercial Projects Team Manager
  • To set-up and service committees and meetings.  This will include providing secretarial support to all Northern Accelerator meetings (Steering, operational and ad-hoc).  Such support will involve taking minutes, preparing agendas and papers and ensuring follow up actions are taken  
  • To arrange travel for members of the team, including visits to outside organisations which may be regional, national or international so that the most efficient use is made of time and cost 
  • To develop and maintain effective office procedures and systems.  This includes creating and maintaining a database of Company Creation and Northern Accelerator stakeholders (taking into account the requirements of GDPR)
  • To monitor the PDR scheduling for Business Development and Enterprise in support of the Director of BDE’s PA
  • To undertake any other required duties which are commensurate with the grade including working across BDE as a whole and providing support as and when required.  This will include providing PA support to the Commercial Projects Team Manager and other BDE team managers as required



The Person (Essential)

Knowledge, Skills and Experience


  • Excellent IT skills, including experience of Microsoft Office, particularly Outlook to coordinate and manage varying andcomplex schedules of appointments, meetings etc
  • Excellent organisational and time management skills.  Should possess a high degree of initiative and a proactive attitude, together with the ability to prioritise their own workload
  • Ability to work independently and able to deal with unforeseen issues/problems as they arise
  • Ability to main confidentiality/handle sensitive information with discretion
  • Excellent team working skills and able to maintain good working relationships with all levels of staff
  • Experience/an understanding of the financial management of grant funding
  • SAP knowledge (Desirable)
  • A good working knowledge of University structures andProcedures (Desirable)
  • Experience of servicing groups and committees, including organising meetings, producing minutes and following up on action points (Desirable)


Attributes and Behaviour


  • Planning and organising: Manages time and resources by prioritising and organising effectively
  • Delivering services: Works continually towards achieving success through understanding and meeting or exceeding the expectations of the area, the University, students, colleagues and other stakeholders
  • Communicating: Uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two way communication process
  • Team working: Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued




  • Educated to A level standard, or equivalent, plus substantial work based experience gained via progression through more demanding roles



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.