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School Education Administrator

Requisition ID:  24698

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Part Time
Posted Date:  16-Nov-2022


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: 15 December 2022


The Role


We are looking for a highly motivated and enthusiastic individual to join the Faculty’s Professional Services Team, based in the School of Computing as School Education Administrator. The post will have a particular focus on work-based learning programmes within the school, including degree apprenticeships and lifelong learning provision, providing an efficient and effective support service for employers, learners, and staff, in line with School learning and teaching objectives. You will provide comprehensive administrative support for the Director of Education and associated staff, including all areas of taught studies to ensure that School, Faculty and University policies, deadlines and standards are met.


We are seeking to appoint an individual with demonstrated organisational skills and with excellent interpersonal and communication abilities that allow confident engagement with colleagues at every level of seniority. You should have good all-round IT skills, be adept at using Microsoft Office (Outlook, Word) and have a keen eye for detail. You should be a team player and also able to use your own initiative to prioritise key takes to ensure deadlines are met. Previous experience of working within higher education would be advantageous but is not essential. A positive ‘can-do’ attitude and a flexible, helpful approach is essential. 


We are committed to building and maintaining a fair and inclusive working environment and    we would be happy to discuss arrangements for flexible and/or blended working.


For more information about SAgE Education Team, please click here
For more information about the School of Computing, please click here


The position is available immediately and is offered on a part-time basis. Part time working hours may be negotiated at offer stage. To apply, please complete an online application and upload a CV and a cover letter. Your cover letter is a supporting statement, and you should outline how you meet the essential criteria of the role and evidence this with examples. 


Informal enquiries please contact Alex Barfield (


We appoint on merit and particularly welcome applications from groups that are currently underrepresented in administrative Professional Services such as LGBTQ+, Black, Asian and Minority Ethnic (BAME) colleagues and individuals who legally identify as male.


We’re celebrating 150 years of Science, Agriculture and Engineering. Although a huge amount has changed over the last 150 years, one thing has stayed the same: our commitment to making a difference. We're educating the next generation of experts and tackling the biggest challenges facing our planet. Our innovative work has always focused on making a difference to people’s lives, and you can be part of it.


Key Accountabilities

  • Responsible for determining and inputting amendments to annual documentation such as modules and regulations, seeking advice from academic colleagues where necessary
  • Responsible for providing guidance, based on regulations, to students and academic staff with regard to non-standard requests, and for providing student-based management information as required
  • Acting as expert user of the various University systems, i.e. SAP, Module Outline Forms (MOFs), NESS, Canvas, and for training other staff where appropriate
  • Responsible for dealing with student notification of absence requests, and for responding to information requests linked to external audits, e.g. Home Office and professional bodies. In addition, liaison with relevant personnel regarding information required for completion of international sponsored student reports
  • Responsible for the oversight of exam papers, ensuring they are prepared, collated and submitted to deadlines in the prescribed format, including liaison with External Examiners. In addition, administration of exams and Boards of Examiners processes, including chasing missing marks or anomalies in marks
  • Responsible for collation of timetable requirements in agreed timescales and, in liaison with the Education Team Leader, managing the practicalities of proposed timetables, taking into account appropriate locations (including multi-site on and off University premises), external partners who are involved in timetable delivery (including CPD jointly taught with Masters modules), and liaising with academic staff regarding requirements, advising on constraints and practicalities of requests
  • Responsible for the oversight of the student evaluations process, and extraction of reports from the relevant system
  • Responsible for the receipt and acknowledgement of appeals and complaints forms, and for chasing additional information where required, tracking within stated timescales. In addition, making and recording of standard criteria based decisions, referring requests which require further decision-making authority to the relevant personnel, and communicating of decisions to students via prescribed systems on behalf of the relevant academic member of staff
  • To provide support for the School’s Admissions where required
  • To provide support for the Director of Education and for the Education Manager
  • To manage the allocation of duties and workload of staff where relevant. The Education Administrator will act on behalf of the Team Leader as requested along an agreed set of guiding principles
  • Any other duties within the scope and general nature of the grade which may be required


The Person (Essential)

Knowledge, Skills and Experience

  • Working knowledge of relevant systems (SAP, NESS, MOFs, Canvas, Syllabus Plus), equipment, processes and procedures including standard software packages
  • Initiative and judgement to resolve problems independently
  • Good written and/or oral communication skills
  • Good numeracy skills
  • 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
  • Good I.T. skills, i.e. good working knowledge of Microsoft Office software packages
  • Familiarity with work priorities and those of colleagues
  • Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required
  • Ability to apply relevant health and safety and other University policies and procedures


  • Ability to train/develop and supervise other staff


Attributes and Behaviour

Planning and Organising

  • Effective at working independently, organising and managing a heavy and complex workload
  • 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 others know how process and systems work
  • Maintains flexibility in work plans to allow for changing circumstances

Delivering Services

  • Sees other departments 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
  • Looks for ways to make immediate improvements
  • Pays attention to detail
  • Strives to deliver high quality results
  • Is enthusiastic in getting the job done on time


  • Is factually correct and gives consistent verbal and non-verbal messages
  • Clear and concise; gets the message across to others
  • Chooses communication tools appropriately e.g. selective use of emails and other channels of communication
  • Tailors content of communication to the audience, changing style, and tone and format appropriately
  • Uses face to face communication regularly
  • Can hold attention of others using appropriate techniques; questioning; rhetorical questions, changing tone and pace of voice and animated style

Team working

  • 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
  • Gets involved with team talks
  • Willing to help others and share workloads
  • Supportive of team decisions
  • Asks Others’ opinion
  • Encourages others to get involved
  • Talks about other team members in a positive way
  • Respects the value that different views bring to the team


  • 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




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: 24698