Admin and Facilities Coordinator

Corporate Services and Infrastructure (CSI)

Newcastle University, Newcastle upon Tyne, UK


  • Posted on: 10th Jan 2022
  • Salary: Salary in the region of £27,000 per annum.
  • REF: 15446
  • Closes: 31st January 2022
  • Contract Type: Permanent
  • Hours: Full Time

We are a world class research-intensive university delivering teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

Salary: Salary in the region of £27,000 per annum.

Closing Date: This opportunity will close when we identify a suitable candidate. We will contact you within 5 working days of your application to advise you of the shortlisting outcome.

The Role

Over the last 18 months, we’ve reimagined the way we deliver our University IT Services, building a world-class IT department responsive to the needs of our global community. We’re growing significantly and we’ve created new opportunities and made changes to how we work. Our people have been at the centre of this change, with a particular focus on development and opportunities to learn new skills.

This role will coordinate administrative services and facilities in support of NUITs operations across campus. Working as part of an exciting new team within the Office of the Chief Information Officer (OCIO), the postholder will act as NUIT Safety Officer and provide PA support to the Chief Information Officer. Able to prioritise your own workload, we are looking for a highly motivated individual with proven administration ability, professionalism, and attention to detail.

The University is an exciting and dynamic place to work, dedicated to world-leading education and research. Benefits include excellent pension; flexible working options; minimum of 37 days holiday (including public holidays); discounted travel for the Metro and local bus services; and discounts for national retailers. You can find out more on our benefits web page.

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.

Informal enquiries may be made to Gillian Brown, Operations Manager, at

Key Accountabilities

  • Coordinate all aspects of NUIT administrative functions and systems so that NUIT can meet its strategic and operational aims.
  • Provide high quality PA support to the Chief Information Officer.
  • Ensure that NUIT’s accommodation and related facilities are fit for purpose, liaising with colleagues to ensure that requirements are fully understood, and that the working environment supports the effective delivery of all NUIT activity.
  • Implement processes and procedures to ensure that all NUIT facilities are actively managed, including timely attention to maintenance issues, stocking of consumables and proactive response to requests.
  • Lead and coordinate all recruitment campaigns and induction process for new colleagues to ensure a positive experience for applicants and appropriate information and guidance provided to new starters in a consistent manner.
  • Proactively provide NUIT Managers with the appropriate reports (for example, absence management reports) to enable them to work effectively.
  • Ensure that the University’s People and Health and Safety policies and procedures are effectively communicated and implemented.
  • Assist with the production of the salary budgets and forecasts.
  • Act as NUITs Safety Officer, ensuring Health and Safety is embedded proactively managed throughout NUITs operations.
  • Any other reasonable duties that fall within the scope of the post, as allocated by the line manager.

The Person

  • Proven ability to seek out new information and communicate effectively.
  • Excellent communication and general interpersonal skills.
  • Ability to confidently and effectively use relevant tools to support the role, e.g., Microsoft Office.
  • High-quality problem-solving skills with ability to recognise, identify and solve problems at an early stage.
  • Skills that enable the post-holder to act with diplomacy, calmness and to negotiate within the context of the role with stakeholders to find solutions to issues.
  • Political awareness and sensitivity with ability to keep own counsel.
  • Excellent time management skills to meet key priorities of the role.
  • Flexibility and a cooperative approach with ability to take on and lead initiatives with minimal supervision.

Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports, and retains staff 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 silverAthena SWANaward in recognition of our good employment practices for the advancement of gender equality. The University also holds theHR Excellence in Researchaward for our work to support the career development of our researchers, and is a member of theEuraxessinitiative supporting researchers in Europe.

Employer Achievements:

company award