Share this Job

Volunteer Support Officer

Requisition ID:  12722

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  13-Oct-2021


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.


Salary: £19,623 with progression to £21,686  per annum

Closing Date: 27 October 2021


The Role


The Volunteer Support Officer will contribute to the National Lottery Heritage Funded Hadrian’s Wall Community Archaeology Project (WallCAP). You will work with the Project Manager and the Volunteer Coordinator to organise and provide administrative and financial support activities for project staff and volunteers, and to ensure expenditure is accurately processed and reported upon. 


WallCAP is a dynamic project working throughout the World Heritage Site of Hadrian’s Wall, and you will have the opportunity to directly contribute to and support a range of activities that actively promote the heritage of North East and North West England. Situated within the School of History, Classics and Archaeology at Newcastle University, the post utilises the services, policies, and specialist support of the university to advance WallCAP’s aim and activities.


This is a full time position with a fixed end date of 30 September 2022.


For enquiries please contact the Project Manager Rob Collins (rob.collins@ncl.ac.uk) or Volunteer Coordinator Kerry Shaw (kerry.shaw@ncl.ac.uk)


Key Accountabilities


  • Purchasing – Receive and process all purchase requisitions, either as a web requisition or by email from colleagues. Ensure that transactions are recorded accurately and efficiently, and comply with internal accounting procedures and external regulations (eg VAT)
  • Sales – Prepare sales orders and raise sales invoices to recover income to the School. Ensure invoices are prepared accurately and in accordance with VAT regulations
  • Receive and process fee and expense claims to ensure that transactions are recorded accurately and efficiently, and comply with School protocols, internal accounting procedures and external regulations e.g Right to Work. To act as checker on the e-expenses system
  • Data input into university and funder quarterly reporting systems, e.g. Activity Record & in-kind contibutions
  • Book and arrange travel and accommodation and act as a point of liaison with academic colleagues and the University approved travel agent
  • Act as first point of contact and field queries for all internal and external stakeholders relating to school accounts, escalating queries to the Finance Officer or other colleagues as appropriate. Liaise with School administrative and academic staff, vendors, customers and the Faculty and University administrative teams
  • Set up vendors and customers as and when required and in line with the University procurement regulations as instructed by the Research and Finance Officers
  • Provide financial, clerical, and operational support for event organisation and meetings, when required. To include: liaising with the conference team; making bookings including for travel and accommodation; processing invoices; and any other related duties
  • Other related duties as required at a level commensurate with the grade, including addition and contribution to the project website and social media accounts


The Person (Essential)

Knowledge, Skills and Experience 


  • High standard of recent experience deemed relevant to this post
  • Organisational skills, including managing many competing deadlines
  • Ability to understand, interpret and explain complicated policies and regulations, both orally and in writing to a wide range of audiences
  • Ability to proof read to a high standard
  • Ability to write clearly, concisely and correctly
  • Ability to work on own initiative with minimum supervision and as an active and communicative member of a team
  • Good secretarial skills with particular emphasis on record keeping
  • Excellent interpersonal skills and the ability to forge good working relationships


Attributes and Behaviour


  • Gathers a broad range of relevant information from internal and external sources making this information widely available
  • Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued
  • Uses clear, concise and accurate communication, tailoring the approach accordingly and encourages a two way communication process
  • Manages time and resources by prioritising and organising effectively
  • Works continually towards achieving success through understanding and meeting or exceeding the expectations of the area, the University, students, colleagues and other stakeholders




  • Educated to A Level standard/equivalent vocational qualifications or substantial relevant work experience in a similar setting
  • EDCL or equivalent high level of knowledge of the Microsoft Office suite of programs and Excel in particular


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.


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.


We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all.  You can learn more about what is available here on our Benefits Website page.

Requisition ID: 12722