Operations Administrator

2 months ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £25,285 to £25,948 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**: 18 July 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.

The purpose of this new role is to provide a comprehensive administrative service and lead the administration of designated processes across multiple business functions and between sites; working as part of a team to maintain and develop the processes necessary to support the activities of the Faculty’s business functions to achieve the Faculty’s strategic aims and objectives.

The post is available of a full time basis, 37 hours per week.

More information about the Faculty of Medical Science is available here.

The Institute is part of the Faculty of Medical Sciences which holds a Silver Athena SWAN award.

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 maintaining and proactively managing the actions
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
To represent the Faculty at meetings and internal/external events, as appropriate
Taking responsibility for determining the appropriate mode of communication and accuracy of the content when conveying information
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 co

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