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Requisition ID:  14281

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  23-Nov-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: £19,209 per annum

Closing Date: 14 December 2021

The Role


An exciting opportunity has arisen for a Receptionist at Newcastle University, within the School of Architecture, Planning and Landscape. There are first class training opportunities and a generous holiday entitlement for you.  The main purpose of the job role is to provide a comprehensive reception service for the School and its students including managing the electronic hand-in and return of student work; first point of contact for student enquiries; co-ordinating the equipment loan service to students; managing deposits for keys and other student functions; and providing a ‘front of house’ service to the School’s external customers.


We are one of the most successful and longest-established schools of its kind in the UK. We are ranked 4th in the field in the UK on Research Intensity and Research Power based on the government’s most recent evaluation exercise, REF2014. The Planning discipline in Newcastle celebrates its 75th anniversary in 2021 and is host to the 2021 UK Ireland Planning Research Conference.


To apply, please complete an online application and upload a CV and a cover letter.  Your cover letter should be a supporting document outlining why you are a good fit for the role.  Please provide examples of how you meet the criteria outlined below.


The post is a full-time, 37 hour s per week and is a permanent position.


For informal enquiries, please contact Tracey Dryden (PA to Head of School) via email on tracey.dryden@ncl.ac.uk


Key Accountabilities


  • To take in and record the receipt of student work and to hand the work back after marking
  • To issue students with keys and other items such as digital projectors/cameras requiring payment or deposit
  • To keep student noticeboards updated
  • To generate standard letters for students
  • To respond to telephone, e-mail or personal enquiries from students, staff and external customers, taking messages or referring people on as appropriate
  • To provide a reception service for all School visitors
  • To arrange travel and accommodation for School staff, students and visitors when necessary
  • To book rooms and arrange meetings when necessary
  • To check and replenish stationery stocks for the School
  • To provide a photocopying and binding service to all staff for teaching related documents such as lecture notes, handouts and handbooks
  • To provide basic administrative assistance to members of learning and teaching staff to include typing, photocopying, filing, maintenance of simple databases, diary and appointments
  • To sort and forward outgoing mail, and to be responsible for the opening and/or distribution and forwarding of internal mail within the School as appropriate
  • The co-ordination of Smartcard access to School facilities for students and staff
  • To organise and co-ordinate goods’ deliveries to the School
  • Any other duties at the request of the School Manager

The Person (Essential)

Knowledge, Skills & Experience


  • Ability to work quickly and accurately to deadlines
  • Experience of working in a very busy customer-facing environment
  • Ability to work full-time according to set office opening hours
  • Good organisational skills
  • Ability to use initiative
  • Excellent communication skills both orally and in writing, relevant to working in a busy multi-customer environment
  • Ability to use tact and discretion and to act with confidentiality
  • Ability to deal with difficult customer-relations issues
  • Ability to work flexibly and co-operatively with others
  • Good IT skills, including Microsoft Outlook, Word and Excel
  • Ability to cope with change in a busy and dynamic environment
  • Careful attention to detail
  • Experience of working as part of a team (Desirable)
  • Experience of working in a very busy adminstrative environment (Desirable)
  • Experience of working in Higher Education (Desirable)


Attributes & Behaviours



  • Uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two way communication process


Projecting confidence

  • Projects a positive attitude through personal confidence and enthusiasm in order to achieve organisational success. Inspires the trust and confidence of others


Understanding others

  • Understands colleagues, students and other key stakeholders


Finding solutions

  • Generates a range of viable options and decides on an appropriate course of action that best fits organisational and area goals


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




  • Grades A-C 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 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.


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.


We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all.  You can learn more about what is available here on our Benefits Website page.


Requisition ID: 14281