Operations Officer

3 weeks ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

What’s in it for you? 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.

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.

**Salary**: £23,144 to £24,285 with progression to £26,396 per annum

**Closing Date**: 08 January 2023

The Role

The University’s Vision and Strategy sets out an ambitious and exciting journey, to be a people focused, world-leading university that harnesses academic excellence, innovation and creativity to advance knowledge and provide benefits to individuals, to organisations and to society as a whole.

We are looking for a highly motivated and enthusiastic individual to join the Professional and Administration Services Community in Professional Services.

Key Accountabilities
Support the Professional and Administration Services Manager their deputies, Operations Managers and Team Leaders in the delivery of administrative activity across the Professional and Administration Services
Responsible for coordinating and supporting designated events, selection panels, committees, sub-committee or working groups, including arranging meeting and room bookings etc., coordinating papers, drafting agendas; taking minutes; maintaining and proactively managing the actions. To represent the Faculty at meetings and internal/external events, as appropriate
Proactively receive, resolve and respond to enquiries received into the designated office to ensure that an effective service and clear advice is provided to colleagues and customers
Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate
Review information received in the designated office and disseminate appropriately to colleagues on behalf of the management team
Manage records relating to the functions of the designated office, 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
Provide administrative support to the designated Management Team as required, including (but not exclusively) in relation to travel arrangements (which may be complex regional, national and international), booking accommodation, conducting initial investigations/research or drafting correspondence as required. Correspondence may be complex reports, letters, proposals and presentations
In relation to the procurement of goods and services and/or the making of payments, for the designated office. To ensure that the receipt of goods and/or services is confirmed, and assist in the resolution of invoice, coding or expenses queries, to provide an efficient service to colleagues in the office and assist the office in adhering to the University’s Procurement Regulations. To act as expenses proxy
Where appropriate, to act as first point of contact for general HR issues, liaising with FMS HR Team where necessary. To assist in co-ordinating recruitment activity in designated office: advertising, interviewing, appointment processing and paperwork. To assist co-ordination of new People induction, leaver processes, PDR co-ordination (tracking progress and input data to SAP) and sickness recordings and returns
Undertake an active role in the health and safety management of the designated office, contributing to the maintenance of a safe working environment for colleagues and visitors, and in particular undertaking the role of a Display Screen Equipment (DSE) assessor or Fire Warden
Contribute to the effective and efficient running of the designated office through a team approach, providing supervision and assistance to colleagues as appropriate
Any other duties within the scope and general nature of the grade as required by the line manager

The Person

Knowledge, Skills and Experience
Working knowledge of relevant systems, equipment, processes and procedures including standard software packages
Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required
Familiarity with using initiative and judgement to resolve problems independently
Familiarity with work priorities and those of colleagues
Excellent IT skills with proficiency in the use of Microsoft Office products and aptitude for development in and use of core software a

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