Administrative Assistant - Newcastle upon Tyne, United Kingdom - Newcastle University

Newcastle University

Verified Company

Newcastle upon Tyne, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Salary:
£23,700 with progression to £25,138 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: 07 February 2024

The Role

Do you want an opportunity to help students during their journey through University whilst being supported in a friendly, proactive organisation?

The School has a strong Equality Diversity and Inclusivity commitment to ensure the professional career development of all our colleagues.

The role is focused on providing comprehensive undergraduate administrative support to students and academic colleagues in the School.

Working as part of a team to deliver services that support the activities of the Senior Management Team to achieve the School's strategic aims and objectives.

The role is full time until Friday 29th November 2024.

The post holder is able to work in a blended way; up to 2 days working from home, with the remainder of the week working from our Newcastle University Campus.

Interviews are scheduled for 26th February

Key Accountabilities
To provide support to the academic groups delivering research and teaching. In particularly, colleagues who deal with the student experience and/or attendance monitoring
Provide support to the Schools International Officers, assisting with queries from incoming and outgoing exchange students, providing assistance during the Study Abroad and Exchange Module Fair and updating Study Abroad and Exchange brochures on an annual basis
To track and disseminate Student Support Plans, ensuring that all relevant teaching staff are aware of any required adjustments
Complete any Personal Emergency Evacuation Plans for any student with mobility difficulties
Ensure all new students are allocated a Personal Tutor and co-ordinate their initial meetings
To be the first point of contact for Personal Tutors with queries relating to Student Wellbeing, attendance and student processes
To manage records relating to the functions of the Unit, to include taking responsibility for maintaining database(s) of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered / recorded
To assist with the organisation of committees, sub-committees or working groups, to include: room bookings, organising catering, supporting the preparation and circulation of papers, managing the membership of mailing lists, drafting agendas, taking minutes, maintaining and proactively managing actions
To contribute to the effective and efficient running of a designated office through a team approach, providing assistance to colleagues as appropriate

To proactively receive, resolve and respond to enquiries received in the School, to ensure that an effective service and clear advice is provided to colleagues and students.

Working closely with other units in the Faculty and across the University
To work flexibly across the School including reception duties on a rota basis
To undertake other duties, commensurate with the grade, as required by the School Manager

The Person (Essential)

Knowledge, Skills, and Experience
Familiarity with work priorities and those of colleagues. Ability to work calmly under pressure to manage competing deadlines
Have proven ability to exercise discretion and understand confidentiality issues
Ability to communicate clearly orally and in writing. A flexible attitude to work demands and customers and a commitment to excellent customer service
Working knowledge of relevant systems, processes and procedures including standard software packages (e.g., Microsoft Office)
Excellent IT skills
Appreciation of the standard for the conduct and output of the role
Good organisation skills, with ability to solve problems
Relevant work experience in a customer service environment (desirable). Although work experience is desirable, this is not essential and full training will be provided
Experience of acting as secretary in meetings, producing agendas, minutes, and actions (desirable). Although work experience is desirable, this is not essential and full training will be provided

Attributes and Behaviour
Works in a planned and structured way
Keeps work systems up to date, neat and tidy
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
Shares relevant and useful information with others
Is factually correct and gives consistent verbal and non-verbal messages
Clear and concise; gets the message across to others
Tailors content of communication to the audience, changing style, tone, and format appropriately
Keeps an open mind when assisting other colleagues and students
Has respect for students and their privacy, able to show empathy in difficult situations

Qualifications:

Grades A-C i