Salary: £27,319 - £28,031 with progression to £29,588  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: 30 September 2025

The Role

To provide essential administrative and operational support to Newcastle University’s Transformation Programme.  As a key member of the team, you will contribute to the smooth running of the programme, working closely with colleagues to ensure effective planning and delivery. The role includes a variety of tasks, supporting both the programme team and individual projects.

This is a 24 month fixed term opportunity and coud be considered as a secondment.

To apply please upload your CV and cover letter evidencing how you meet the essential criteria outlined within the person specification of the job description.

For an informal discussion about this opportunity please contact Gail Moore, Senior Hub Operations Manager, [email protected]

Key Accountabilities

• Provide administrative support to ensure the efficient operation of all programme activities, including but not limited to:

  • Arranging, attending (where necessary), and recording actions from meetings

  • Organising travel, accommodation, and conference/workshop attendance

  • Coordinating enquiries from colleagues across the university

• Act as the main point of contact between the Programme Team and stakeholders, supporting team members with key processes and procedures

• Act as the unit administrator, providing comprehensive administrative support for relevant people processes, including recruitment campaigns, annual leave management, and contract renewals

• Support the planning, coordination, and delivery of learning and development activities, including staff induction, reviews and required training—are completed, recorded, and reported on to ensure compliance

• Administer finance processes, ensuring compliance with financial regulations and internal accounting procedures. This might include requesting payments, reconciling credit card payments, processing internal recharges, resolving queries, and maintaining audit records

• Work as an ‘expert user’ of relevant IT systems, generating management information proactively and on request

• Work with the Academic Hub Senior Operations Manager and colleagues within the Academic Hub to ensure that policies, standards, procedures and guidelines are followed

• Any other reasonable duties that fall within the scope of the post, as allocated by the line manager

The Person (Essential)

Knowledge, Skills and Experience 

• Significant work experience in a relevant role, and in a comparable setting In-depth experience of using HR information and recruitment systems, and other complex administrative systems

• Advanced IT skills, including the core Microsoft Office packages, in particular Outlook, Word and Excel, and online communication tools, for example Teams

• Strong planning and organisational skills

• Ability to apply relevant University policies and procedures, including those relevant to People Services, learning and development and health and safety

• Excellent team working skills, and the ability to initiate, develop and maintain productive relationships

• Ability to handle large volumes of work to tight deadlines, whilst maintaining strong attention to detail

• Experience of contributing towards process improvement / redesign

Attributes and Behaviour

Embracing Change

• Comes forward with new ideas and concepts

• Anticipates change and prepares for it

• Accepts change and ‘runs’ with it

Communicating

• Tailors content of information to the audience, changing style, tone and format appropriately

• Understands how best to appeal to the other person/group, correctly interpreting the right way to approach a situation

Team Working

• Builds team spirit and working across teams

• Confident in adopting a range of team roles

Planning and Organising

• Identifies quickly what is important and prioritises accordingly

• Plans workload and tasks in a systematic way

Gathering information

• Has an eye for detail, spotting errors and ensuring accurate information

Qualifications

• Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or Substantial relevant work experience in the unit or a comparable 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 silver 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: 28305