Administration Officer

4 weeks ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £25,285 to £25,948 with progression to £27,396 per annum, pro rata

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**: 02 August 2023

The Role

The School of Education, Communication and Language Sciences, Newcastle University, is delighted to advertise this exciting opportunity for a people orientated administrator to join us in our Research Support Team.

We are committed to building and maintaining a fair and inclusive working environment. The position is available immediately, is offered on a 0.8 FTE basis and we would be happy to discuss arrangements for flexible and/or blended working.

Key Accountabilities Provide financial management for accounts, including budget management, regular reporting and management of variations, through to project closedown, advising Principal Investigators and working across university services, resolving any issues as appropriate. Arrange travel and accommodation bookings, ensuring best value for money is achieved whilst adhering to University regulations. Undertake purchases on accounts to ensure that transactions are recorded accurately and efficiently in compliance with all relevant internal and external regulations (eg VAT, funder regulations) Undertake sales activity to receive income. Preparation of accurate and timely invoices in accordance with VAT regulations Receive, check, process and record fee and expense claims and advances, complying with internal accounting procedures and external regulations (eg VAT) and resolving queries where required Hold a School purchasing card for purchases outside the Procure 2 Pay system, in line with University regulations. Maintain accurate and up-to-date records in preparation for audit and in strict compliance with all applicable data protection legislation e.g. GDPR Create and manage efficient office systems to ensure effective record keeping across all aspects of project administration, advising colleagues on the correct procedures to follow, ensuring University and funder requirements are met Disseminate new and existing administrative procedures to both academic and professional services colleagues
Planning, organisation and promotion of events, including financial management, advising event organisers where necessary and liaising with the Conference Office Assist with the production of publicity material and website maintenance. Support the School Research Manager with account set-up for successful awards. Includes liaising with; the Grants and Contracts team, the Contract Financial Management department, funder and project partners, and to compile and complete appropriate project documentation Support the Head of School, Director of Research and School Research Manager in preparation for internal and external research evaluation exercises (for example REF, IQA / EQA and PRP), including maintenance of accurate records, statistics and information gathering Be the first point of contact regarding student employment within the School, allocating and monitoring student employment using the Student Employment on Campus (SEoC) system Any other duties within the scope and general nature of the grade which may be required from time to time including deputising for other members of the Research Support Team during busy periods and absences.

The Person (Essential)

Knowledge, Skills and Experience
Ability to understand regulations and processes, and their importance in large organisations
Experience of managing budgets, grants or financial awards
Excellent IT experience and confidence in the use of spreadsheets and/or financial software such as SAP
Excellent communication skills and ability to work well within a team.
Excellent organisational skills with the ability to prioritise tasks and manage a variety of tasks.

Attributes and Behaviour
Ability to work on own initiative with minimum supervision and as an active communicative member of a team.
Excellent standard of integrity, honesty and discretion
Proven attention to detail, working quickly and accurately to deadlines
Excellent problem-solving skills
Works continually towards achieving success through understanding and meeting or exceeding the expectations of the area, the University, students, colleagues and other stakeholders.

**Qualifications**:
Grades A-C in English Language and Mathematics at GCSE (or vocational qualifications or equivalent) plus demonstrable work experience in a relevant role and/or 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.

At Newcastle University we hold a silver Athena Swan award in recognition of our good employment

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