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System Administrator

Requisition ID:  19105

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  13-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: £22,254 to £23,487 with progression to £25,627


Closing Date: 28 June 2022


The Role


Do you have a can-do attitude and want to be part of a down to earth, friendly team?  We have a brilliant opportunity for someone like you to join our Hospitaility team.


In the city centre, we manage food retail and events for the University.  We have 17 cafes and restaurants, a multisite event catering business, look after 850 students in catered residential accommodation and support local and international conferences.  We enjoy welcoming over 26,000 students, 6,000 staff and thousands of guests and visitors every year.  A new and exciting opportunity has arisen in Hospitality & Commercial Services for a Systems Administrator. 


You will support the daily, efficient operation of the Point of sales, Event Booking, Stock & Ordering systems functions for all catering sites, with opportunities to develop further across the University. You will be working closely with our Operations Managers, Admin & Finance Team Leader, Food & Beverage Managers and Supervisors to update products, retail prices and cost prices, ensuring business continuity and data integrity across all systems.


We are looking for candidates who can generate ideas for system improvements and propose efficiencies, enabling the managers to make decision using accurte and meaningful data.  We are particularly keen to hear from people who are proactive and enthusiastic to join our friendly team.


If this is you we would love to hear from you; please contact if you want to talk to us.


To apply, please upload an up to date CV and letter of application outlining examples of how you meet the criteria in the 'knowledge, skills and experience' section of the person specification.


Key Accountabilities

  • To ensure the efficient and effective use of information management systems within Hospitality and Commercial Services (HCS)
  • To develop the capacity of the operational systems, resolve issues and provide administrative support, guidance and training including (but not exclusively) electronic point of sale, menu management, stock management and event booking systems
  • Act as first point of contact for users of information management systems (IMS) for communication and co-ordination of appropriate advice and guidance in line with agreed system processes and procedures
  • Make recommendations on the use of systems to maximise operational reporting to inform management decisions
  • Review functionality in order to propose ideas for improvements to the operational management of functions (such as stock control and ordering)
  • Review and recommend how best to use IMS in order to support front line initiatives (such as customer experience improvements around ordering online)
  • Responsible for the administration and maintenance of the IMS ensuring consistency, accuracy and integrity of content
  • Liaise with third party providers and internal stakeholders and actively participate and contribute to the development and implementation of new/replacement systems and procedures which are introduced
  • Co-ordinate user acceptance testing for upgrades and new system functionalist in regard to the IMS and co-ordinate any activity necessary in preparing for the release of new modules
  • Update and maintain training materials and user guides in relation to a variety of HCS IMS software systems. Provide day to day support for all users in HCS. Including provision of IT induction for new starters. Give advice on the use of software, operating systems, solving common IT related problems such as printing and password issues, file management etc
  • Audit and undertake records maintenance as requested by line manager. Ensure all database records are kept up to date
  • Analyse data and assist in the provision of statistical information and reports across a number of information management systems, in particular to support month end reports and stock taking
  • Assist the Admin & Finance Team Leader and Retail Operations Manager with the set up and maintenance of systems.  Ensure that systems are managed effectively to user experience
  • Contribute to the ongoing business initiatives in support of HCS continuous improvement


The Person 


Knowledge, Skills and Experience

  • High level of attention to detail in terms of data integrity and accuracy
  • Experience of developing systems information
  • Demonstrable experience in managing databases, using MS Office applications and producing management information
  • Experience of working in a customer-oriented role


Attributes and Behaviour

  • Good interpersonal skills, including listening, negotiating and influencing  whilst interacting with a wide range of stakeholders
  • Ability to work independently and flexibly as part of a multi-disciplinary team
  • Aptitude to develop training material and experience of providing support and training to users
  • Stong organisational and prioritising skills



  • A level/NVQ Level 3 (or equivalent) or equivalent work experience


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: 19105