Operations Coordinator - Newcastle upon Tyne, United Kingdom - Newcastle University

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

1 month ago

Tom O´Connor

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Tom O´Connor

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Description

Salary:
£29,605 to £30,487 with progression to £32,982 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 August 2023

The Role

We are looking for an experienced, highly motivated and enthusiastic individual to join the HaSS Faculty Office.

You will be required to work across various teams with a focus on Infrastructure, Estates Health and Safety and Faculty Student Recruitment and Marketing.

These are connected areas in the physical and structural operation of the campus, but also encompass the growing need to maintain and update out digital estate and activities.


The role will provide administrative support to the Dean of Infrastructure and Faculty Estate Planning and Project Manager and help shape the direction of these teams and their activities, including the collection and dissemination of information, developing, and sharing of policies, deadlines and standards.

The role will also provide PA support to Faculty Deans and administrative and operational support to the Faculty Student Recruitment and Marketing team, whilst working collaboratively and respectively across the general Faculty Office, its Schools and associated support departments, reporting directly to the Faculty Estate Planning and Project Manager and the Executive Assistant to the PVC and DoFO.


You will possess excellent organisational and communication skills, have extensive meeting and minute taking experience, a keen eye for accuracy and detail and look to identify and implement improvements in processes wherever possible.

A positive 'can do' attitude and flexible, helpful approach is essential.

Key Accountabilities

Alongside the Faculty Estates Planning and Project Manager provide first point of contact for Faculty and School colleagues for infrastructure, estates, health, and safety related matters.

To proactively receive, resolve and respond to estate related queries in conjunction with ESS colleagues and escalate significant or unresolved estate or health and safety issues to the Faculty Estate Planning and Project Manager.

Manage and track the collection of estates management information as it applies to the Faculty, review and update space information and data relating to room usage and fitness for purpose supplied by Schools.

Provide support to the Faculty Estates Planning and Project Manager across all Faculty estates projects, liaising with stakeholders and Estates and Facilities to fully understand requirements, coordinating school asset registers to inform the annual equipment budget and annual bid calls for schools within the Faculty.

Monitor Faculty estate budget accounts, liaising with Finance colleagues, monitoring spends and closing accounts on completion of projects and raising purchase orders as required, liaising with external suppliers to arrange, monitor and confirm delivery.

Work with Faculty Estates Planning and Project Manager and School Safety Officers to monitor and respond to health and safety requirements across the Faculty, referring to OHSS management standards as needed.

Acting as Deputy Safety Officer for the Faculty Office ensuring all checks, paperwork is up to date, carrying out Faculty Office Health and Safety Induction meetings and supporting in HASMAP audits.

Coordinating and supporting meetings including agenda, minutes, action monitoring, dissemination of information, as required.

To assist in implementing health and safety protocols throughout the Faculty Office, specifically with annual PAT testing arrangements and tracking and DSE assessments.

Provide shared PA support to the Faculty Deans including diary management, meeting organisation, travel arrangements and administrative support and administrative and operational support to the Faculty Student Recruitment & Marketing team.

Provide operational support to the Faculty for staff recruitment processing.

The Person (Essential)

Knowledge, Skills and Experience

Excellent numeracy and IT skills with experience of Microsoft suite of programmes, together with confidence in handling and analysing data from a diverse range of sources.

Experience of establishing, reviewing, and monitoring administrative systems in office environments to improve processes to maximise efficiency independently.

Evidence of working as part of a diverse team and autonomously, managing and prioritising own workload, targets and deadlines and handling conflicting priorities.

Extensive experience of meeting/committee servicing, producing agendas, minutes and following up actions.
Previous experience in health and safety management, monitoring and tracking (desirable)
Experience of project management, with ability to find and utilise information to keep records up to date (desirable)
Experience of Power BI (desirable)
To undertake any other duties appr
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