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Job description

Salary: £24,144 to £25,285 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: 04 May 2023

The Role

Are you an experienced Administrator or PA looking for your next role delivering comprehensive administrative support for Senior Management’s portfolio?

Do you thrive in a fast-paced and varied environment where you can use your communication, organisation and planning skills to manage the diverse workload?

Newcastle University has an opportunity for you to embark in an exciting and challenging role with responsibility for supporting an environment to enable high quality research, education, and strategic development.

We are seeking to appoint two experienced, organised, and enthusiastic Executive Support Administrators to join the Faculty’s Professional Services Team, based in the Science, Agriculture and Engineering Faculty Office and the School of Computing.

As part of the Executive Support Teams, you will provide high level, effective administrative support to the Senior Management Teams, assisting them to carry out their duties across the School and Faculty, including extensive diary management and committee servicing (coordinating papers, drafting agendas, taking notes of meetings, following up on actions as needed) and any other projects, working groups or tasks the Senior Managers support.

We are committed to building and maintaining a fair and inclusive working environment and we would be happy to discuss arrangements for flexible and/or blended working.

To be successful in this role, you will be proactive, highly organised and professional. We are keen to hear from people who have excellent organisational and communication skills, have a keen eye for detail and look to identify and implement improvements in processes wherever possible. A positive ‘can do’ attitude and a flexible and helpful approach is essential.

If this is you, we are keen to hear from you, please contact Gaurav Kaushik (Operations Manager) via email at [email protected] or Karen Stubbs (Executive Support Coordinator) via email at [email protected]

We are recruiting to two positions:
One in the School of Computing that is open-ended and offered on a full-time basis (37 hours per week)

One in the SAgE Faculty Office that is open-ended and offered on as part-time basis 0.8FTE (29.6 hours per week)

To apply, please complete an online application and upload a CV and a cover letter. Your cover letter should be a detailed supporting statement outlining why you are a good fit for the role. Please explain how you meet the essential criteria outlined and evidence this with examples.

Key Accountabilities Provide personal administrative support to the Senior Management Team, understanding the nature of the business undertaken by them and its priorities – namely to deliver the Unit’s strategic priorities and associated activities Producing complex documentation in a timely manner and drafting correspondence in relation to standard requests etc Complex diary management using judgement, where necessary, to prioritise work schedules, liaising with all relative parties in an efficient and effective way Act as first point of contact for enquires for the Senior Management Team to provide a professional and proactive service to colleagues, students and visitors with a clear focus on customer experience Act as Secretary to various committees by creating agendas, taking minutes and following up to ensure actions are completed by the agreed date lead the administration of designated University processes, escalating as appropriate and monitoring progress Work as part of a wider team and to undertake other duties within the scope and general nature of the grade which may be required

The Person

Knowledge, Skills and Experience Experience of working with senior managers in a similar administrative role Good IT skills with experience of Microsoft suite of programmes An excellent communicator both verbally and in writing with the ability to tailor messages to the appropriate audiences Experience of creatively and independently solving issues and problems independently Experience of complex diary management, dealing with competing deadlines and activities for yourself and others Experience of committee administration, producing agendas, minutes and following up actions

Attributes and Behaviour Understanding, appreciation and ability to recognise confidential material and conversations and to handle confidential information appropriately A positive, proactive and professional customer focussed attitude Works in a planned and structured way Uses own and others time effectively Ensures that all activities are completed on time Keeps fellow team members up to date with progress Willing to help others and share workloads Maintains flexibility in work plans to allow for changing circumstances Plans team workload and tasks in a systematic way

Qualifications Maths and English at GCSE Level 4 or equivalent, plus work experience in a relevant role OR substantial relevant work experience in a comparable role

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.

We are committed to being a fully inclusive Global 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 everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.

The University holds a silver Athena S wan award in recognition of our good employment practices for the advancement of gender equality. The University is also a member of the Euraxess initiative supporting researchers in Europe.

Requisition ID: 25303

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