Administrative Assistant Newcastle upon Tyne, England
Job description
Salary: £23,149 with progression to £24,715 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: 07 June 2023
The Role
The Lifelong Learning and Apprenticeship Hub (LLAH) delivers the University’s commitment to its lifelong learning strategy. The LLAH will be offering support and guidance to academic and service units from the initial idea through to implementation, delivery and review of lifelong learning and apprenticeship programmes. The LLAH will play a key coordinating role for external quality assurance processes, including Ofsted.
You will be responsible for the provision of administrative support to the Hub under the direction of the Hub Management Team. You will be supporting colleagues to develop and create efficiencies in our current and newly developed administration systems and proactively support the LLAH team in compliance, reporting and quality assurance activities. You will also work on the development of a new webpage and a customer communications system.
Informal enquiries should be directed to Claire Beadling, Office Services Manager: [email protected]
Key Accountabilities Provide team support for operational and administrative procedures related to the delivery of Apprenticeships and Lifelong Learning programmes Provide administrative support as required for a range of functions within the LLAH To manage course administration activities for designated courses which involves holding and updating all participant information, monitoring participant attendance and producing reports for the Hub Management Team, and/or liaising with colleagues in academic units about their apprenticeship and lifelong learning offer To monitor incoming communication, responding to internal and external queries received from applicants and internal/external stakeholders To complete administrative tasks on behalf of the unit in line with University processes including absence management, purchasing and induction activity To coordinate course bookings and payments, liaising regularly and effectively with finance To ensure the website is kept up to date with all relevant information To input, under supervision data in to internal and external systems in line with compliance requirements To undertake, with guidance and oversight, checks for apprentices in line with agreed processes To support the Operations and Compliance Manager with data and reports from Apprenticeship and Lifelong Learning focussed systems To assist with any venue requirements such as registration assistance at training and induction events To develop and maintain knowledge of designated programmes to enable customer queries to be answered quickly and effectively Any other duties within the scope and general nature of the grade which may be required from time to time
The Person (Essential)
Knowledge, Skills and Experience Ability to work both independently and flexibly as part of a multi-disciplinary teams based on demands of the service Demonstrable experience of working quickly and accurately to deadlines Good level of IT skills, particularly Office365, and an awareness of social media channels Ability to prioritise own work efficiently in order to deal with conflicting priorities Excellent organisational and communication skills Experience of maintaining high levels of discretion, diplomacy and confidentiality Excellent interpersonal skills Previous experience of working in a very busy customer orientated environment Ability to interpret and apply knowledge of policies and procedures
Attributes and Behaviour Communicating (self) Uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two way communication process Team Working (self) Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued. Respects the expertise and contribution of others even if own opinion is different. Shares relevant and useful information Planning and Organising (self) Works in a planned and structured way, using time effectively to meet deadlines. Uses systems and tools to ensure records and audit trails are clear and up to date. Sets own priorities in conjunction with team and area objectives. Plans workload and tasks in a systematic way. Keeps work systems up-to-date, neat and tidy. Ensures that others know how process and systems work Delivering Services (self) Works continually towards achieving success through understanding and meeting or exceeding the expectations of the area, the University, students, colleagues and other stakeholders. Has a positive attitude for doing things better. Looks for ways to make immediate improvements. Pays attention to detail Gathering Information (self) Gathers a broad range of relevant information from internal and external sources making this information widely available. Uses information to gain competitive advantage
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 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.
In addition we are a member of the Euraxess initiative supporting researchers in Europe.
Requisition ID: 25448
