Operations Administrator - 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:
£24,144 to £25,285 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: 16 April 2023

The Role


The External Relations Directorate comprises seven units: Marketing, Student Recruitment and Admissions, Corporate Communications, Engagement, Communications, Advancement and the International Office. Together, these units are responsible for all of our interactions with prospective students, University stakeholders and the public. Led by the Executive Director of External Affairs, the directorate contains around 250 colleagues and is part of the University's Academic Hub.


Working as part of the newly established External Relations Operations team you will support all administrative functions and processes within the Directorate including finance, HR/people processes, diary support and health and safety.

We benefit from a modern executive office environment at the heart of the University and Newcastle city centre. We're following a blended working approach, with a mix of campus-based and remote working.


The External Relations Operations Team currently have a range of exciting opportunities for those looking to build a career in Higher Education Administration and we are currently also recruiting for an Operations Assistant.


Key Accountabilities Support the operational delivery of all unit administrative processes in a responsive and professional manner Provide PA support, diary management and travel booking Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate.

Duties may include purchasing office supplies, producing/co-ordinating management information, risk assessments and managing health and safety requirements Manage records relating to the unit, taking responsibility for maintaining databases of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered / recorded Coordinate People Services procedures for the unit, including sickness absence, reviews, compliance, annual leave administration Support the Heads of Unit and management team by distributing internal communication and keeping mail bases up to date Work with IT and Finance to ensure that the approvals for internal financial systems are kept up to date Act as a point of contact for unit and building requests, ensuring that supplies are maintained and issues escalated Co-ordinate recruitment process to ensure operations staff action necessary elements of the recruitment process, to ensure staffing gaps are as limited as possible and new staff can have access to all relevant systems on their first working day Other tasks as allocated by the unit's management team

The Person

Knowledge, Skills and Experience
Strong interpersonal skills required to communicate both in person and in writing
Excellent planning and organisational skills
Able to work as part of a team, developing close and effective working relationships with internal and external colleagues
Proven ability to adopt an active approach to problem solving
Numerate, with good IT skills and able to manipulate and analyse information for management use
Ability to complete complex tasks to tight deadlines
Experience of administration in a large organisation
Proven experience of establishing, reviewing and monitoring administrative and operational systems in a support environment
Experience of managing a broad range of issues and juggling conflicting priorities
A proactive and customer focused approach

Attributes and Behaviour Uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two way communication process Persuades, convinces and influences others in order to achieve results and gain support Manages time and resources by prioritising and organising effectively Generates a range of viable options and decides on an appropriate course of action that best fits organisational and area goals 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

Qualifications (essential)
Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or relevant work experience

Newcastle is an inclusive global University community 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.

The University holds a silver Athena S wan award in recognition of our good employment practices for the advancement of gender e
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