Administrative Assistant

at  Newcastle University

Salary: £23,700 with progression to £25,138 per annum, pro rata
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: 30 June 2024
The Role
An exciting opportunity has arisen to join our People Engagement and Culture (PEAC) team. The PEAC team comprises the Organisational Development; the Equality, Diversity and Inclusion and the Colleague Wellbeing teams and between us we aim to improve the colleague experience at the University. In this role you will cover all aspects of administration in support of our services, from training and events to procurement to greeting colleagues and visitors. This is an excellent opportunity for someone who is interested in a career in People Services, who loves helping others reach their potential, problem solving, team work and spinning lots of plates at the same time.
The ideal candidate will have experience of working in a busy administration environment, a proven ability to work as part of a team and is passionate about providing an excellent service. Blended working opportunities will be available following a successful induction period.
This is position is part time for 18.5 hours per week, the days of the week and hours can be negotiated at interview.
Please contact Fallon Yip ( Fallon.Yip@newcastle.ac.uk )., Senior OD Adviser (Service Delivery), People Engagement and Culture to have a chat about this opportunity.

Key Accountabilities

• 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 events and activities using SAP and the University’s Learning Management System to ensure the effective recording of attendance and participation
• 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
• 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
• Book travel and accommodation as required for colleagues within the People Engagement and Culture Teams
• Manage agendas and take minutes at meetings and committees as required
• Provide cover and support for other members of the People Engagement and Culture Admin Team as required
• Support the Admin Team Leader with the resource planning process to ensure that finances are appropriately and efficiently managed. This includes monitoring budget spends and advising of overspend or underspend

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

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 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. We are a Disability Confident 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: 2731

Please refer the Job description for details