Operations Administrator (Projects)

Faculty of Humanities & Social Sciences

Newcastle University, Newcastle upon Tyne, UK


  • Posted on: 20th Jul 2021
  • Salary: £21,814.00 - £28,331.00 per annum
  • REF: 9681
  • Closes: 01st January 1970
  • Contract Type: Permanent
  • Hours: Full 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: £21,814.00 – £28,331.00per annum

Closing Date: Tuesday 03 August2021

The Role

Based in the School of History, Classics and Archaeology in the Armstrong Building, you will provide a comprehensive administrative service to the School, working as part of a team to maintain and develop the processes necessary to support the activities of the School Manager and Deputy School Manager to achieve the School’s strategic aims and objectives.

Your duties will involve (amongst other tasks), managing the process for employing contingent teaching staff, populating the School’s Workload Allocation Model, and gathering data to inform a variety of activities and decisions. You will be educated to A Level standard or equivalent, be highly literate and numerate, and have a keen eye for detail, with particular emphasis on accuracy in data handling. You must have relevant and recent knowledge of MS Office programs and be able to learn new systems and processes quickly. You will have substantial relevant experience, ideally from working within a similar higher education institute, and can demonstrate willingness to develop within the post.

Please contact Barbara Cochrane (School Manager) or Lottie Garrett (Deputy School Manager) if you have any specific questions about the role at Barbara.cochrane@ncl.ac.uk or Lottie.garrett@ncl.ac.uk

Key Accountabilities

  • To work with the three Subject Heads to gather information to enable contracts to be drawn up by People Services for post-doctoral Teachers and PhD Teaching Assistants. This will involve costing requests for resource, agreeing estimates with the budget holders and School Manager, as well as personal data gathering and ensuring full right to work checks are carried out.
  • To support the Deputy School Manager and Subject Heads on inputting information into the School’s Workload Allocation Model. The information is held in various systems, for example timetables and module databases, but requires interaction with individual academics and Subject Heads to ensure the model is populated with accurate data.
  • Provide information to support the School planning process through gathering a broad range of summary and statistical data sourced from internal systems such as SAP, Business Warehouse and Power BI. Data will then be analysed by the appropriate committees to support strategic decisions and activities. For example, the gathering of Athena Swan data required to support future applications; data to fulfil accreditation requirements and support for the School’s submission to the Research and Teaching Excellence Frameworks (REF and TEF).
  • To support staff recruitment processes, working closely with the School PA, People Services and the School Managers.
  • To work with the School Managers and Central Business Improvement Team to work on improving processes and streamlining activities across the School. This might involve process mapping to inform discussion and decisions around effective working protocols.
  • To support the School Manager and Deputy School Manager in the delivery of a range of projects associated with the School priorities, for example supporting the process to allocate module choices to stage three students, the despatch and receipt of external reviews for staff publications, and other initiatives that fall outside of the normal cycle of business.

The Person (Essential)

Knowledge, Skills and Experience

  • High standard of recent experience deemed relevant to this post, preferably from working at a similar HE institution.
  • Excellent interpersonal skills and the ability to forge good working relationships.
  • Organisational skills, including managing many competing deadlines.
  • Ability to proof-read to a high standard.
  • Ability to write clearly, concisely and correctly.
  • Ability to work on own initiative with minimum supervision and as an active and communicative member of a team.
  • Recent and relevant knowledge and experience of MS Office applications with particular emphasis on Excel.
  • Experience of gathering and manipulating datasets.

Attributes and Behaviour

  • A flexible attitude to work demands and customers and a commitment to excellent customer service.
  • Able to work under pressure in a planned and structured way to effectively deliver activities on time.
  • Attention to detail, spotting errors and ensuring accurate information.
  • Initiative, imagination and creativity in finding solutions to problems.
  • Plays a positive role as part of a team and individually as required, able to establish and grow relationships across the organisation.
  • Anticipates change and prepares for it, keeps an open mind to alternative ways of doing things.


  • Educated to A Level standard (or vocational qualifications or equivalent).

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: 9681

Employer Achievements:

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