Administrator Assistant/Receptionist

Faculty of Medical Sciences

Newcastle University, Newcastle upon Tyne, UK

Overview

  • Posted on: 27th May 2021
  • Salary: £19,133.00 - £21,236.00 per annum, pro rata
  • REF: 8167
  • Closes: 01st January 1970
  • Contract Type: Permanent
  • Hours: Part Time

We are a world class research-intensive university. We deliver 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: £19,133.00 – £21,236.00per annum, pro rata

Closing Date:8 June2021

The Role

An exciting opportunity has arisen for an Assistant Administrator/Receptionist based in the Newcastle Magnetic Resonance Centre (MR) & Positron Emission Tomography Centre (PET) at the Campus for Ageing and Vitality. You will provide high quality administrative support for a diverse group of academic and clinical staff across the Centre for In Vivo Imaging (CIVI), being the first point of contact for patients, volunteers and project research staff.

You will hold a recognised secretarial qualification (NVQ level 1, GCSE Grades A-C, RSA level 2, or equivalent combination of qualifications), OR demonstrate equivalent experience working in an administrative support role, preferably in a higher education environment.

Communication and interpersonal skills are essential, as are excellent word processing skills and knowledge of the Microsoft Office suite. Ability to work accurately with attention to detail is also required and you should also be able to work under pressure, prioritise workloads whilst maintaining confidentiality.

For further information please clickhere

This is a part time post for 18.5 hours per week on an open ended contract.

Enquiries about this post can be made to Beverly Hailstone, Operations Manager, email: Beverly.hailstone@ncl.ac.uk

Key Accountabilities

• Support the Operations Manager and Senior Operations Administrator in the delivery of administrative activity across CIVI
• Contribute to the effective and efficient running of the service through a collaborative team approach, providing assistance to colleagues as appropriate
• Assist the Senior Operations Administrator & Research Administrator with the Trust regulatory Q pulse document control system and CIVI shared drive, uploading and monitoring health and safety documentations to ensure that they are maintained, read andreviewed in a timely manner, disseminating to staff accordingly
• Assist with all other health and safety management, working closely with Senior Operations Administrator and Research Administrator to ensure administrative cross cover across CIVI
• Assist with and respond to queries on a wide variety of topics, e.g. operational, HR, finance, and communications etc., signposting to the correct team member as appropriate
• Assist with the organisation of designated events, selection panels, committees, sub-committees or working groups, to include room bookings, organising catering, supporting the preparation and circulation of papers, action logs, managing the membership ofmailing lists
• Provide general administrative support as required, including (but not exclusive to) purchasing and payments, receipt of deliveries, defect reporting, administering post, maintaining office equipment and stocks of consumables, preparing routinecorrespondenceand diary management
• Provide an efficient and friendly reception service to patients, volunteers and visitors, ensuring a high quality of customer care is delivered at all times, including duties of timely post distribution and despatch, maintenance of building and issuing badges andkeys to contractors where appropriate.
• Assist with the appointment system including making and rearranging appointments as necessary. Respond to telephone queries, either resolve the enquiry directly or ensure the efficient transfer of calls to appropriate personnel.
• Arrange transport for visitors and allocate car parking spaces where appropriate. To collate and complete all of the travel, taxi, accommodation and catering expense claim forms from the volunteers and forwarding them to payroll
• To undertake other reasonable duties or responsibilities; cover holiday and sickness as requested by the Operations Manager

The Person (Essential)

Knowledge, Skills and Experience

• Demonstrable administrative skills, including experience of establishing and maintaining filing systems (electronic and paper), servicing committees etc.
• Excellent organisational, interpersonal and communication skills, including the ability to triage queries and issues efficiently
• Excellent IT skills with proficiency in the use of Microsoft Office (especially Outlook, Excel, and Word) products and aptitude for development in and use of core software and data systems (preferably SAP)
• High attention to detail with a commitment to data accuracy and integrity
• Ability to work quickly and accurately to tight deadlines whilst paying attention to detail
• Ability to work independently wherever possible and using own initiative to organise own workload in response to changing demands and priorities
• Experience of managing confidential and/or sensitive information with tact and discretion, and a working knowledge of data protection GDPR requirements
• Experience in a customer orientated environment to deliver excellent customer service at all times
• Demonstrable commitment to continuous and process improvement
• Ability to work as part of a team with a willingness to learn the responsibilities contained within other roles, providing team resilience during staff absences
• To work flexibly as required by the demands of the post

Attributes and Behaviour

• Understands the University values and guiding principles
• People orientated, is approachable and has a positive ‘can-do’ attitude
• Works in partnership with others and has excellent interpersonal and organisational skills
• Demonstrates high energy and commitment to delivering an excellent service
• Has a positive attitude towards continuous process improvement
• Sees other areas and people as ‘customers’ and follows through on enquiries and requests
• Demonstrates resilience to the demands of the role and pace of change
• Promotes a culture of mutual respect

Qualifications

• Grade A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications with some work experience or significant relevant work experience in the unit or a comparable setting

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 silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.

Requisition ID: 8167

Employer Achievements:

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