Administrative Assistant

The Role

The University has a values-led Vision and Strategy which sets out an ambitious and exciting journey : to be a people focused, visibly 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. In order to achieve this vision, we recognise that our people, and our culture are critical to our success.

In line with supporting us to achieve our vision, an exciting opportunity has arisen for an experienced administrator to join the Colleague Health and Wellbeing Team.

In order to be successful, you should have proven experience of working in a busy administrative role, competent user of MS Office. You should be highly organised with strong attention to detail, experience of organising events and activities and competent with managing and prioritising responsibilities of this varied role.

This role is part time for 18.5 hours per week working on Wednesday, Thursday and half day on a Friday.

This role is campus based with occasional opportunity to work from home.

To apply , please upload your CV and cover letter evidencing how your skills and experiences align to the person specification as outlined in the job description.

For informal enquiries, please contact Steph Alderslade or Harriet Bendelow () Colleague Health & Wellbeing Leads.

Key Accountabilities

Reporting to Colleague Health & Wellbeing Leads, the role will be responsible for the co-ordination and administration of all administrative aspects of the team activity and where required, supporting the work of the Student Health and Wellbeing Team.

Administer a variety of events and training activities in accordance with established standards and procedures, using appropriate software as required

Be part of the team that covers the reception areas within the team’s locations and provide registration and greeting services at events and activities as required

Produce professional materials for events and activities including workshop handbooks, PowerPoint slides, participants’ information and marketing materials maintaining all accessibility standards

Record, monitor and report on key data, to ensure the effective recording of attendance and participation of key activity

Evaluate all identified events and activities to ensure high standards are maintained and to measure the impact of these activities

Produce professionally presented management information reports on training activity so that decisions are well informed by accurate information

To act as secretary to meetings including logistical arrangements such as room bookings, agenda preparation and circulation, minute taking and monitoring progress of actions

Produce purchase orders, process goods receipts and invoices promptly using SAP Purchasing and Sales to ensure timely and accurate transactions

Provide a professional, flexible and efficient response to internal customers and external consultants, whether in person or otherwise

To book travel and accommodation as required for colleagues within Health & Wellbeing Service

Provide cover and support for other members of the Health & Wellbeing Service as required

To support the team with the resource planning process to ensure that finances are appropriately and efficiently managed. This includes monitoring budget spending

To undertake any other duties in line with the University’s Health & Wellbeing Services as required

The Person

Knowledge, Skills and Experience

Experience in a busy administration environment

Experience of organising events and activities

Experience of maintaining accurate records using appropriate software

Demonstrable skills in Microsoft Office, in particular Outlook, Word, Excel and PowerPoint. Experience of using Sharepoint and T4 are also desirable

Experience of managing a large, varied workload with competing demands

Able to demonstrate high levels of numeracy and literacy

Experience of ordering goods and services, ideally using SAP

Experience of booking venues, travel and accommodation

Minute taking and managing agendas

Desirable

Willingness to undertake First Aid training

Attributes and Behaviour

Ability to prioritise workload to meet deadlines

Ability to use own judgement and initiative

Excellent organisational skills and attention to detail

Ability to communicate appropriately with colleagues at all levels

Ability to demonstrate a professional and proactive approach to customer services

Commitment to working as part of a team

Commitment to developing new skills

Qualifications

Educated to GCSE level (in English and Maths) Grades A-C, or equivalent, or demonstrable experience in a similar role

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 award in recognition of our good employment practices for the advancement of gender equality. We also hold a Bronze award in recognition of our work towards tackling race inequality in higher education REC. We are a 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 : 28285 #LI-SS1