Administrator - Newcastle upon Tyne, United Kingdom - Newcastle University

Newcastle University
Newcastle University
Verified Company
Newcastle upon Tyne, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

Salary:
£25,285 to £25,948 with progression to £27,396 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: 23 June 2023

The Role


You will provide full administrative support to the Knowledge Transfer Partnerships (KTP) Unit and Company Creation team (both part of Business Development and Enterprise (BDE)).

The role will involve the post holder carrying out a diverse range of duties to include financial, HR and secretarial support.

The post holder will be required to manage and prioritise a demanding and dynamic workload in a professional manner - ensuring both teams deliver an efficient and effective support service.

The KTP Unit supports a portfolio of projects with companies around the UK. The Company Creation team facilitates the commercialisation of University expertise via the creation of spin-out companies.

You can learn more about both teams at the following:

Key Accountabilities
Will have full responsibility for the day-to-day administration of projects. This will include the preparation of budget statements for projects.

The postholder will identify any projected under/overspends and will lead on addressing such issues to ensure project spend remains in budget.

The post holder will be involved in the preparation of claims to funders/company partners and will ensure income is distributed as required
To be the lead on the development and implementation of the KTP Associate induction programme.

The postholder will be responsible for guiding the KTP Associates through the induction process - ensuring they are familiar with relevant University policies and processes, together with the requirements of the KTP Programme.

The postholder will be a key point of contact for the KTP Associates during their projects
To provide administrative support to the Heads of teams. This will include diary management, liaising with relevant staff and external contacts to avoid potential clashes of arrangements and using initiative to re-prioritise changing commitments
Processing of expenditure. This will require checking that spending is within defined limits and is charged to the correct budgets. To ensure the timely administration of on-line expenses, ensuring transactions are charged to appropriate accounts. To administer accounts carrying out invoicing and other transactions using SAP/P2P purchasing & sales. Raise purchase orders, process goods receipts and invoices promptly using SAP Purchasing and Sales and deal with financial enquiries to ensure timely accurate transactions

Establish a network of contacts and provide secretarial support to such meetings including University KTP Steering Group, Regional KTP Practitioners, Northern Accelerator Operations Group meetings, team meetings and occasionally project Local Management Committee meetings.

This will include the circulation of papers for the meeting and taking minutes
To undertake any other required duties which are commensurate with the grade including events and promotional activities
To arrange travel for members of the team, including visits to outside organisations which may be regional, national or international so that the most efficient use is made of time and cost
To be responsible for the development, implementation and continuous improvement of effective office procedures and systems, to ensure procedures remain efficient and effective


This will include:
- maintaining databases for the teams to capture necessary metrics and running reports on the same.

maintaining budgetary control methods and associated procedures to ensure all account, financial transactions and procurement activities are managed efficiently and comply with policy and procedures.

The Person (Essential)

Providing a high standard of service and establishing strong and productive relationships with internal and external stakeholders is important to both teams.

It is therefore essential that the person is a confident communicator, can manage their workload, is diligent and numerate
A "finisher" by nature, you will be an energetic team player. Working on commercially sensitive projects, you will act with tact and diplomacy when dealing with confidential information

You will be a highly organised as you will be working between two teams with occasionally overlapping demands and will need to adjust priorities as needed.

You will plan and prioritise your own work activities to ensure operational efficiency, responding with confidence to new pressures and to manager's or work unit requirements
You will be flexible in approach as there will be the occasional need to work unsociable hours due to travel requirements

Knowledge, Skills and Experience
Excellent time management and organisational skills with the ability to work independently - only escalating more complex querie
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