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Research Administrator

Requisition ID:  24845

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  25-Jan-2023


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.


What’s in it for you? 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.


Newcastle is an inclusive global University community 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.


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.


Salary: £23,144 to £24,285 with progression to £26,396 per annum


Closing Date: 14 February 2023


The Role


We are looking for a Research Administrator who will support the Directors of the NIHR Applied Research Collaboration (ARC) North East and North Cumbria and provide research administration support across the ARC.
You will provide secretarial and research administration support to the ARC Director, other academics and team members to allow the team to function effectively and efficiently. This will include arranging meetings, dealing with correspondence, preparing letters and supporting meetings and events. 

You will have excellent IT skills (using Microsoft Office), be able to use your initiative, set priorities and demonstrate high levels of accuracy and attention to detail. The ability to work under pressure and to strict deadlines is essential, as is the ability to work effectively within a team.


Information on the ARC can be found here: 

This role is fixed term until 30th September 2024 with post due to commence from approx January 2023.

Further information can be obtained by contacting 


Key Accountabilities

•    To provide secretarial and research administration support to the ARC Director, other academics and team members to allow the team to function effectively and efficiently. This will include arranging meetings, dealing with correspondence, preparing letters and supporting meetings and events
•    To receive, screen and prioritise all incoming e-mail and correspondence providing the Director and others with the necessary information to assist with replies, drafting responses where appropriate, answering routine correspondence or re-routing those not requiring Director’s attention
•    To provide a first point of contact for internal and external enquiries, visitors and deal with public engagement/media for the Directors
•    To manage the diaries of directors to ensure that urgent and/or important appointments are given priority and efficient use is made of the Directors’ time. This includes liaising with relevant staff to avoid potential clashes of arrangements and using initiative to reprioritise changing commitments
•    To set up and service committees, arrange other events and visits in which the Directors are involved and ensure that all relevant arrangements are made so that a high quality of service is provided. This involves taking the minutes, preparing agendas and papers and ensuring follow up actions are taken
•    To deal with confidential and sensitive materials and to ensure that critical issues are referred to the Directors along with any relevant background information or paperwork and assist by prioritising tasks and keeping track of important deadlines
•    To make decisions on less regular issues where necessary in the absence of the Director (e.g agreeing to deadline changes; providing information in response to requests, etc.)
•    To arrange travel for the Director, including visits to outside organisations which may be regional, national or international so that the most efficient use is made of time and cost and that they are able to conduct their business without unnecessary inconvenience
•    To identify, implement and maintain effective office and filing procedures to ensure that the support to the work of the Directors is managed efficiently
•    To maintain and monitor systems to order stationery, equipment and consumables for the team to ensure a smooth day to day working environment
•    Work as part of a wider ARC team and to undertake other duties within the scope and general nature of the grade which may be required
•    To assist with organising and facilitating any ARC related events and conferences providing high level administrative support to the Chief Operating Officer and wider team
•    To be responsible for ordering goods on P2P
•    To arrange through University SAP system the reimbursement of expenses
•    To assist with all related Health and Safety documentation, scheduling, meetings and liaising with contractors/Estates as necessary to provide a cross cutting service, liaising with the Senior Operations Administrator and CIVI Operations Manager where appropriate
•    To assist and take part in cross cover arrangements with other staff as necessary in the ARC as and when required, to provide an efficient and co-ordinated administrative unit

The Person


Knowledge, Skills and Experience (Essential)

•    Ability to plan, organise and prioritise your own workload
•    Diary management experience
•    Able to deal with queries independently and know when to escalate appropriately
•    Experience of working independently and as part of a team
•    Ability to deal with confidential information appropriately
•    Excellent communication skills, both written and verbal
•    Good IT skills and competent in the use of Microsoft Office software
•    Experience in a similar secretarial/PA role
•    Excellent administrative skills, including experience of setting up filing systems, preparing agendas, taking minutes of meetings
•    Ability to work quickly and accurately to deadlines


•    Ability to interpret financial data
•    Experience of servicing complex committees
•    Experience of updating websites
•    An understanding of University and NHS systems and procedures


Attributes and Behaviour

•    Understands the University values and guiding principles
•    People orientated, is approachable and willing to help others and share workloads
•    Sees other areas and people as ‘customers’ and follows through on enquiries and requests
•    Has a positive ‘can do’ attitude towards continuous process improvement
•    Able to manage conflicting priorities
•    Works in partnership with others and has excellent communication, interpersonal and collaboration skills
•    Demonstrates resilience to the demands of the role and pace of change 
•    Promotes a culture of mutual respect


•    Hold a relevant qualification (NVQ level 2, GCSE Grades A-C, RSA III) or equivalent



The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University is also a member of the Euraxess initiative supporting researchers in Europe.


Requisition ID: 24845