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Professional & Administration Services Assistant

Faculty of Medical Sciences

Newcastle University, Newcastle upon Tyne, UK


  • Posted on: 19th Nov 2021
  • Salary: £19,209 per annum
  • REF: 13936
  • Closes: 02nd December 2021
  • 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:£19,209 per annum

Closing Date: 2 December 2021

The Role

The University’s Vision and Strategy sets out an ambitious and exciting journey, to be a people focused, world-leading university that harnesses academic excellence, innovation and creativity to advance knowledge and provide benefits to individuals, to organisations and to society as a whole.

The purpose of this role is to provide an efficient and friendly reception/information service to our people in the School of Dental Sciences, ensuring a high quality of customer care is delivered at all times. You will be responsible for the smooth and professional day to day running of a designated reception/office area under the direction of the line manager.

You will possess Grade A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or substantial work experience in the unit or a comparable setting.

The post is available of a full time basis, 37 hours per week.

For informal enquiries regarding this role, please contact Jonathon Clapham (Jonathon.Clapham@newcastle.ac.uk)

More information about the Faculty of Medical Science is available here: https://www.ncl.ac.uk/medical-sciences/

Key Accountabilities

  • Support the Professional and Administration Services Manager their deputies, Operations Managers and Team Leaders in the delivery of administrative activity across the Professional and Administration Services
  • Responsible for a designated reception area by responding to telephone, email or personal enquiries from our people, to ensure the smooth and professional running of the area
  • Undertake general office tasks such as (but not exclusive to): raising web requisitions, photocopying, filing, maintenance of databases, the generation of standard letters and correspondence, overseeing the general maintenance of office equipment, reporting building defects, issuing keys and smartcard access, upkeep of noticeboards and operating meeting room booking systems
  • Responsible for sorting and distribution of incoming, outgoing, internal and external mail and parcels
  • Responsible for monitoring stationery supplies in the designated area, including keeping an inventory and replenishing stock as and when required to assist in ensuring the smooth operational running of the area
  • Receive visitors to the office and escort them to their destination
  • Participate in cross-cover arrangements with other Assistants to ensure absences are covered and service is maintained across the Faculty
  • Support colleagues in other professional communities within the designated area when required
  • Any other duties within the scope and general nature of the grade as required by the line manager

The Person

Knowledge, Skills and Experience

  • Experience of working in a customer focused environment
  • Working knowledge of relevant systems, equipment, processes and procedures including standard software packages
  • Be a clear communicator, both orally and in writing with good interpersonal skills
  • Have good planning, organisational and numeracy skills
  • Have the ability to work quickly and accurately
  • Able to work effectively in a team
  • Ability to use tact and discretion and be confidential when required
  • Ability to use initiative
  • Familiarity with work priorities and those of colleagues, able to combine attention to detail and thoroughness whilst still achieving deadlines
  • Basic understanding of relevant policies and procedures, as they affect the role
  • Experience of working with university computer packages i.e. SAP would be desirable

Attributes and Behaviour

  • Adapts own response to take into account cultural differences, behaviours and perspectives
  • Sees other areas and people as ‘customers’ and follows through on enquiries and requests
  • Understands the University values and guiding principles
  • People orientated, is approachable and willing to help others and share workloads
  • Has a positive ‘can do’ attitude
  • Works in partnership with others and has good communication and organisational skills
  • Promotes a culture of mutual respect


  • Grade A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or substantial 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 colleagues 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.

We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all. You can learn more about what is available here on ourBenefitsWebsite page.

Requisition ID: 13936

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