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Undergraduate Admin Officer

Requisition ID:  19926

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Full Time
Posted Date:  11-May-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: £20,092 with progression to £21,686 per annum


Closing Date: 26 May 2022


The Role


We are seeking to appoint a motivated and enthusiastic person to join the Professional Services Team in the School of Modern Languages to provide effective and efficient administrative support to the School’s undergraduate students, working closely with the Director of Education and the PS School Management Team.  This is an exciting opportunity to join a dynamic and expanding School with colleagues from around the globe.


We are looking for an individual with solid organisational skills and excellent interpersonal and communication abilities with experience of working in a busy office environment. You should have up-to-date IT skills, a good general education with the ability to pay attention to detail and work to tight deadlines. You should be a team player but also able to use sound initiative to prioritise key tasks to ensure deadlines are met.  A positive ‘can-do’ attitude and a flexible, helpful and professional approach are essential.


To apply, please complete an online application and upload a CV and a covering letter. Your covering letter is a supporting statement and should outline how you meet the essential criteria of the role and evidence this with examples.


For informal enquiries please contact Nicola Davison email



Key Accountabilities

UG Support

  • Ensure the smooth running of the School’s six UG programmes, working closely with the Education Co-Ordinator, Director of Education, the Chairs of the Boards of Examiners and Degree Programme Directors on the annual cycle of business
  • Work closely with the Director of Education to plan and co-ordinate induction events and to ensure all module bookings are correct and completed in a timely fashion, reporting any issues to DPDs
  • Work with the Education Co-Ordinator and other key staff on Student Attendance Monitoring for UG students, using knowledge of the student timetables to facilitate best practice in collecting the required data
  • Collate all timetabling request forms by the required deadline and to be first point of contact for any student or staff queries
  • Liaise with students and DPDs on pre-registration of modules and associated queries, including being responsible for handling DPD approval of module choices
  • Collate all UG exam papers and enter marks into NESS in a timely fashion.  Ensure the smooth and efficient running of all UG exam boards.  This includes careful preparation of documentation, attending Boards, taking minutes and dealing with follow up. To Handle all PEC (Personal Extenuating Circumstances) applications and subsequent outcomes as part of the PEC Committee
  • Support a small number of learning and teaching activities including committees, working groups and away days

UG Student Recruitment

  • Support effective marketing activity for the undergraduate admissions cycle
  • Organise and support the cycle of OHDs (Offer Holder Days) and arrange a rota of School colleagues and Student Ambassadors to take part.  To assist with the organisation of University Open Days.  Note that some OHDs and University Open Days may take place on a Saturday meaning that occasional Saturday working would be required
  • Act as Admissions Assistant to the UG Selector and to use various databases to provide information and reports to the School Management Team and Degree Programme Directors on numbers of applications, offers made and uptake of places at OHDs to inform decision-making within the School

Other Duties

  • Act as Fire Warden for SML areas of Old Library Building
  • Other tasks as designated by the line manager appropriate to the grade


The Person 


Knowledge, Skills and Experience

  • Excellent planning, organisational and numeracy skills, with attention to detail and ability to work to tight deadlines
  • Excellent and proven interpersonal skills, ability to relate well to others, to be patient, calm and tactful
  • Able to communicate effectively, both orally and in writing, with the ability to deal independently with potentially difficult students.  Ability to write well and accurately
  • Ability to work both as a team and independently, working flexibly as required
  • Experience of managing own time effectively, working autonomously, using initiative and judgement to resolve problems
  • Experience of working in a relevant role in a busy office environment, working both independently and as part of a team


  • SAP, Canvas and NESS experience
  • Previous experience in HE/teaching administration
  • Previous experience of servicing meetings and taking Minutes


Attributes and Behaviour


  • Uses clear, concise and accurate communication, tailoring approach accordingly and encouraging a two way communication process
  • Disseminates key messages to staff and colleagues internally and externally and ensures understanding
  • Understands how best to appeal to the other person/group, correctly interpreting the right way to approach a situation
  • 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

Delivering Services

  • Works continually towards achieving excellent service delivery through understanding and meeting the expectations of the University, students, colleagues and others
  • Cooperates with others in achieving targets and deadlines
  • Takes responsibility for achieving own targets
  • Has a positive attitude for doing things better
  • Pays attention to detail
  • Is enthusiastic in getting the job done on time

Team Working

  • Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation
  • Shares relevant and useful information with others
  • Keeps other team members up to date with progress
  • Respects the value that different views bring to the team


Planning and Organising

  • Manages time, resources and own workload by prioritising and organising effectively
  • Works in a planned and structured 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



  • Comprehensive and up-to-date knowledge of Microsoft Office, including Excel, Outlook, email and Internet
  • Good level of general education, must include 5 GCSEs or equivalent at Grade C or above

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: 19926