Education Administrator

at  Newcastle University

Salary: £26,642.00 - £27,344.00 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: 20 February 2025

KNOWLEDGE, SKILLS AND EXPERIENCE

Essential:

• Relevant experience in a previous clerical or administrative role
• Excellent organisational skills with the ability to use initiative, resolve problems independently and manage conflicting priorities
• Good level of literacy and numeracy skills
• Ability to communicate clearly both orally and in writing and be able to tailor content to different audiences
• Good IT skills with proficiency in the use of Microsoft Office products including Excel, Word, Outlook, and PowerPoint
• Ability to analyse data,
• Familiarity with work priorities and those of colleagues,
• Ability to learn and understand relevant University policies and procedures, as they affect the role,
• Be able to work quickly and accurately to tight deadlines, paying attention to detail,
• Working knowledge of relevant computer systems, equipment, processes and procedures including standard software packages.

Desirable:

• Ability to train, develop and supervise staff

QUALIFICATIONS

Essential:

• English Language and Mathematics at GCSE Level 4 (or equivalent) or vocational qualifications, plus work experience in a relevant administrative role; or substantial relevant work experience in the unit or a comparable setting

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: 2787

Key Accountabilities

• Responsible for working with the Learning Communities Lead and Clinical Placement and Finance Co-ordinator to administer the organisation of the student/staff allocation to Learning Communities and timetabling of this
• Responsible for working with the Clinical and Community Placements Leads and Clinical Placement and Finance Co-ordinator to develop relationships with community and voluntary placement providers and student allocation process
• Responsible for the collation and allocation of GP recruitment and student allocation for clinical placements and maintain accurate records
• To support the process of general practice recruitment and student placement allocation including an understanding of the financial process such as processing student travel and accommodation
• To work with the academic leads for clinical and community placements to support the allocation of students to other providers including the voluntary sector, ambulance and 111 services
• Acting as expert user of the various University systems and for training of other staff where appropriate
• Support to the Education Team Leader with LEP allocation of GP’s and students
• To oversee the rural accommodation bookings for students and travel/ accommodation reimbursement
• To liaise with NHS Trust administrative leads to ensure timely production of accurate placements allocations
• Where appropriate to act as secretary to various School Committees, including agenda preparation and circulation, minute taking and monitoring progress of actions
• To manage the allocation of duties and workload of staff, where relevant
• The education administrator will act on behalf of the Team Leader as requested along an agreed set of guiding principles
• Any other duties within the scope and general nature of the grade which may be required. This includes some flexibility in working hours and may include occasional weekend working (in the region of two Saturdays per year)

Based in the School of Medicine within the Faculty of Medical Sciences, you will to provide comprehensive administrative support for all areas of student studies across the full student lifecycle (from registration, through progression to completion) to ensure that School, Faculty and University policies, deadlines and standards are met.
Specifically, you will focus on the development and placement allocation of students in all years of the MBBS programme (1 – 5) in primary, community and voluntary organisations.
You will work with the academic lead for Learning Communities to manage and organise the student allocation to learning communities and timetabling across each year of the programme.
You will support the complex process of general practice recruitment and student placement allocation including an understanding of the financial process such as processing student travel and accommodation.
You will work with the academic leads for clinical and community placements to support the allocation of students to other providers including the voluntary sector, ambulance and 111 services.
You will be responsible for liaison with NHS Trust administrative leads to ensure timely production of accurate placements allocations.
The balance of responsibilities will vary according to the nature and scale of the programmes within the School.
The position is full time, permanent.
Interviews will be held on 6 March 2025.
Candidates wishing to discuss the post may contact, Nicola Dunn, Education Manager via nicola.dunn@newcastle.ac.uk.
For more information about the Faculty of Medical Sciences please visit: https://www.ncl.ac.uk/medical-sciences/
For more information about the School of Medicine please visit: https://www.ncl.ac.uk/medicine/

Key Accountabilities

• Responsible for working with the Learning Communities Lead and Clinical Placement and Finance Co-ordinator to administer the organisation of the student/staff allocation to Learning Communities and timetabling of this
• Responsible for working with the Clinical and Community Placements Leads and Clinical Placement and Finance Co-ordinator to develop relationships with community and voluntary placement providers and student allocation process
• Responsible for the collation and allocation of GP recruitment and student allocation for clinical placements and maintain accurate records
• To support the process of general practice recruitment and student placement allocation including an understanding of the financial process such as processing student travel and accommodation
• To work with the academic leads for clinical and community placements to support the allocation of students to other providers including the voluntary sector, ambulance and 111 services
• Acting as expert user of the various University systems and for training of other staff where appropriate
• Support to the Education Team Leader with LEP allocation of GP’s and students
• To oversee the rural accommodation bookings for students and travel/ accommodation reimbursement
• To liaise with NHS Trust administrative leads to ensure timely production of accurate placements allocations
• Where appropriate to act as secretary to various School Committees, including agenda preparation and circulation, minute taking and monitoring progress of actions
• To manage the allocation of duties and workload of staff, where relevant
• The education administrator will act on behalf of the Team Leader as requested along an agreed set of guiding principles
• Any other duties within the scope and general nature of the grade which may be required. This includes some flexibility in working hours and may include occasional weekend working (in the region of two Saturdays per year).