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Requisition ID:  4285

Newcastle, GB

Contract Type:  Open Ended
Posted Date: 


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: £18,342.00 - £19,133.00 

Closing Date: 19 May 2020


The role


Based in the Armstrong Building, the School of History, Classics and Archaeology wishes to appoint a new Receptionist who will be responsible for providing a courteous, efficient and effective service to school staff, students and visitors. As one of a pair of staff, you will be expected to undertake a wide range of clerical support tasks, and gain experience across the whole School Office function.


It is essential that you will have the desire and motivation for self-improvement, and be willing to be flexible within the broad teaching office team. You must have excellent skills in numeracy and literacy and be able to communicate effectively and appropriately in writing, in person and on the telephone, as you will often act as the first point of contact with the school. Recent and relevant knowledge of Microsoft Word, Excel and Outlook is essential as these are tools you will use daily.


You must be friendly and approachable and have the ability to form good working relationships, whilst maintaining high standards of accuracy and attention to detail. You will be educated to A-level standard or have equivalent qualifications which demonstrate your ability to learn.


For informal discussions about the post please contact Rachel Nesbitt, Teaching and Learning Coordinator at Rachel.Nesbitt@ncl.ac.uk.


Key Accountabilities

  • To provide a courteous, professional, helpful, efficient and prompt reception service to the school, to include acting as first point of contact, answer and redirect telephone calls promptly and efficiently, receive post and goods for school staff, and copying information from visitors.
  • To assist the team within the Teaching Office to receive, split, receipt and distribute student assignments.
  • Under guidance from the Teaching and Learning Coordinator, issue class lists and registers and process attendance records appropriately.
  • Process Student Notices of Absence Forms (SNAFs) under school guidelines.
  • Provide a photocopying service for academic colleagues within defined school guidelines.
  • Scanning of all records required to be stored electronically, and assistance with the archiving and disposal of hard copy assignments and exam scripts.
  • Receive and act upon (under school guidelines) requests for short extensions on deadlines received from students via the PEC system (Personal and Extenuating Circumstances)
  • Check all photocopiers on a daily basis to ensure they are fully stocked with paper. To receive reported issues with printers and copiers and take appropriate remedial action.
  • To maintain all school mail-bases and review membership on a monthly basis, under guidance from the School Manager.
  • To maintain the school’s smart card databases and add and remove details as required.
  • To receive, report and follow up on all defects within the school estate.
  • To receive and respond to messages coming into the central email account for the school, responding to and redirecting queries as appropriate.
  • Maintain all school notice boards and display cabinets, ensuring that public areas are tidy and resources is up to date and well presented.
  • To issue keys and the maintenance of the key log.
  • Receive and distribute UELA information and results.
  • Management of the booking system for tutorial rooms used by hourly paid staff.
  • Organise catering supplies for a wide range of seminars and meetings within the school
  • Assist with registration and administration for events such as visit and open days, conferences and seminars organised within the school.
  • Assist with the wide range of clerical tasks undertaken by the Teaching Office team as deemed appropriate by the Teaching and Learning Coordinator and School Manager.

The Person (Essential)


Knowledge, Skills and Experience


  • Up-to-date comprehensive knowledge of Microsoft Office packages plus e-mail and internet
  • Experience of working in a customer-focussed role deemed relevant to this post
  • Ability to demonstrate a customer focused and positive approach.
  • Be a clear communicator, both orally and in writing with good interpersonal skills
  • Excellent telephone manner
  • Have good planning, organisational and numeracy skills
  • Be able to combine attention to detail and thoroughness whilst still achieving deadlines
  • Have the ability to work quickly and accurately
  • Excellent proof reading skills
  • Able to work effectively in a team
  • Ability to manage changing priorities and deadlines
  • Ability to use initiative


Attributes and Behaviour


Planning and Organising

  • Works in a planned and structured way
  • Uses own and others time effectively
  • Sets own priorities in conjunction with team and area objectives
  • Plans workload and tasks in a systematic way
  • Ensures that all activities are completed on time
  • Uses systems and tools to ensure records and audit trails are clear and up to date
  • Keeps work systems up to date, neat and tidy.
  • Ensures that others know how process and systems work.
  • Maintains flexibility in work plans to allow for changing circumstances

Self Development

  • Reviews own ways of working to identify learning and improvements and puts them into practice
  • Works towards developing professional qualifications and/or accreditation
  • Asks others for feedback on own performance
  • Responds positively to feedback by changing and adapting behaviour
  • Has a positive approach to new situations recognising different learning opportunities
  • Grasps opportunities to expand own responsibilities and expertise, investing personal effort in enhancing skills and continuous learning

Delivering Services

  • Sees other schools and colleagues as “customers” and follows through on their enquiries and requests
  • Keeps fellow team members up to date with progress
  • Co-operates with others in achieving targets
  • Takes responsibility for achieving own targets
  • Has a positive attitude for doing things better
  • Pays attention to detail
  • Strives to deliver high quality results
  • Is enthusiastic in getting the job done on time.



  • Educated to A Level standard (including minimum Grade C in English Language and Mathematics at GCSE) or equivalent vocational qualifications.
  • ECDL or equivalent (desirable).



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: 4285