Year Abroad Administrator

Salary: £29,588 with progression to £31,236 per annum

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.

Closing Date: 14 August 2026

The Role

The School of Modern Languages (SML) has an exciting opportunity to appoint an organised and experienced administrator to join our Education Team.  You’ll help deliver an excellent experience for students and colleagues by supporting the smooth running of our activities.

In this role, you will play a key part in supporting our undergraduate students both in preparation for, and whilst on their Year Abroad (YA).  You will also support incoming exchange students from induction through to exam boards.  You will provide administrative support to staff on YA matters.

We are looking for someone who:

• Enjoys working in a busy, varied environment
• Has strong communication and teamwork skills
• Can manage a diverse workload with attention to detail
• Is confident in planning and organisation

To apply, please complete the online form and upload your CV and cover letter. In your cover letter, show how you meet the essential requirements of the role, giving examples where possible.

If you would like to discuss this vacancy, please contact Nicola Davison, Deputy School Manager, via email: nicola.davison@ncl.ac.uk. 

Further information on the School may be found at http://ncl.ac.uk/sml

Key Accountabilities

• Responsible for providing expert and timely guidance to both outgoing and incoming YA students and academic colleagues regarding standard and non-standard queries and requests
• To work closely with the Deputy School Manager, Director of YA and co-YA Administrative Officer to contribute to reviews of the procedures in connection with YA administration, looking for new ways to improve procedures, liaison and communication between the school and students when planning and completing their YA
• To support the Education Team by servicing designated meetings and committees which will include agenda preparation, circulation, producing bullet point actions and monitoring progress of actions
• To support coordinated student activities such as induction, module selection, student attendance monitoring and Boards of Examiners processes
• To work as part of a wider education team and to undertake other duties within the scope and general nature of the grade which may be required

The Person

Knowledge, Skills and Experience

• Work experience in an administrative or customer service setting, ideally in an educational organisation
• Up to date and relevant digital skills
• Strong numerical and data management skills, with attention to detail
• Ability to work calmly and efficiently under pressure and to tight deadlines with excellent organisational skills
• Ability to use initiative and judgement to resolve problems independently
• Excellent speaking and writing skills, with capability to customise communications for different audiences
• Ability to deal with sensitive information and maintain confidentiality
• Ability to work independently and as part of a team

 Attributes and Behaviour

• A positive, proactive and professional customer focussed attitude
• Excellent communication skills and ability to tailor communication skills to different audiences
• Works in a planned and structured way
• Uses own and others time effectively
• Ensures that all activities are completed on time
• Keeps fellow team members up to date with progress
• Willing to help others and share workloads
• Maintains flexibility in work plans to allow for changing circumstances
• Plans team workload and tasks in a systematic way
• Takes responsibility for achieving own targets
• An aptitude for utilising software tools and technologies to enhance, improve and simplify day to day functioning/organisational skills

Qualifications

• Maths and English at GCSE Level 4 or equivalent experience in an administrative or customer service setting

Newcastle University is a global University 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.

We are committed to being a fully inclusive 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 of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a Gold Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.  We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 29618