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School Operations Coordinator

Requisition ID:  20601

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  20-Jun-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: £26,341 to £27,924 with progression to £30,497 per annum


Closing Date: 12 July 2022


The Role


The School of Geography, Politics and Sociology is seeking a highly motivated and experienced School Operations Co-ordinator to join our Professional Services Team. 


This is an exciting and challenging role, and you will be responsible for organising, managing and prioritising the business needs and activities for non-technical Professional Services colleagues to ensure provision of an efficient service to both staff and students in line with School strategic objectives. The Operations Co-ordinator will act as co-chair to the School’s Equality, Diversity and Inclusion committee.


You will report to the Deputy School Manager and will work closely with Professional Services colleagues within the School. You will also work with and support Deputy Heads of School, Directors of Study, the School Director of Education and the Director of Equality, Diversity and Inclusion. You will have experience of line management, supporting committees and knowledge of policy, procedure and systems ideally in a Higher Education setting.


This is a substantial role requiring high levels of professionalism. You will be proactive, innovative and a problem solver with a ‘can-do’ attitude.  You will be an effective planner, be flexible and possess excellent organisational and communication skills.


Informal enquiries can be made to Nicola Gillies, Deputy School Manager or Nicola Kelly, School Manager


Key Accountabilities

  • Provide Human Resources line management to non-technical PS colleagues in a large and complex School, ensuring business needs of the school are met, this includes but not limited to: absence monitoring and recording, PS recruitment, PS induction and arranging cover for absence
  • Ensure full provision of PS colleagues is in place to cover main administrative events and activities throughout the academic year
  • Ensure Human Resources systems and policies are implemented and followed to ensure full compliance with University expectations and guidance
  • Co-ordinate and ensure PS colleagues receive annual PDRs in line with University Policy
  • Arrange, co-ordinate and review any relevant training needs of colleagues
  • Ensure office systems are in place and regularly reviewed to facilitate the smooth running of the GPS School Office
  • Manage, chair and co-ordinate PS meetings
  • Ensure robust mechanisms are in place to facilitate effective communication between PS colleagues
  • Overseeing and implement University student monitoring systems, including but not limited to Student Attendance Monitoring System (SAMS) for all taught and MRes students
  • Act as PS “super-user” on all aspects of the VLE, including but not limited to: create and regularly review written processes; maintain accurate information on taught student communities; co-ordinate provision of School induction communities, working with key academic colleagues
  • Receive Student Support Plans from Student Wellbeing, co-ordinate with Education Teams to ensure they are processed accordingly
  • Receive student complaints and appeals via designated inboxes and working with key academic colleagues to co-ordinate responses
  • Act as the main point of contact within the School for stage evaluations, ensuring key academic and PS colleagues have access to the results and associated data
  • Act as a key contact for Student Employment on Campus, ensuring payments are processed and authorised in a timely manner
  • Provide bespoke support to Deputy Heads of School. Duties may include project work, data gathering, advice and support
  • Task and line manage the Student Conversions Co-ordinator to ensure the school’s recruitment targets are met; employability objectives are delivered and to ensure the School’s marketing, recruitment and communications strategies are effectively implemented
  • Task and Line management of the School’s operations team, to include undertaking PDRs
  • Provide support to the Deputy School Manager as required
  • Act as the PS co-chair of the School’s EDI committee, working closely with the Director of EDI and School Manager, providing relevant data as required
  • Be an active member of the School Executive Board
  • Any other duties within the scope and general nature of the role which may be required


The Person


Knowledge, Skills and Experience

  • Experience of line management; able to work effectively in a team, relate well and motivate others
  • Experience of establishing, reviewing, and monitoring administrative processes and using corporate systems in office environments, including but not limited to MS Office and SAP
  • Works calmly and efficiently under pressure and to tight deadlines, with excellent organisational skills using own initiative
  • Proven written and verbal communication skills
  • Ability to look ahead and plan for change, anticipate problems and troubleshoot where necessary, with effective problem-solving skills
  • Ability to work across a range of tasks in a complex, diverse department and manage activities accordingly
  • Understanding of the broad principles of Equality, Diversity and Inclusion, preferably in a Higher Education setting


Attributes and Behaviour

  • Accepts reality and requirements of change as part of achieving team goals
  • Listens to and builds on others’ ideas and suggestions
  • Listens to and respects the views of others
  • Is factually correct, clear, and concise
  • Chooses communication tools appropriately
  • Able to motivate a team and work effectively as part of a team
  • Plans own and others’ workload effectively
  • Keep systems and up to date and ensure others know how systems work
  • Sees others as ‘customers’ and follows through on enquiries and requests
  • Has a positive attitude for doing things better and looks for ways to make immediate improvements
  • Strives to deliver high quality results and is enthusiastic in getting the job done on time



  • A- levels (or equivalent) plus work experience in a relevant role or broad work experience acquired through a combination of vocational training and considerable on-the- job experience, demonstrating development through progressively more demanding relevant roles

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.


Requisition ID: 20601