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: £22,254 – £23,487, with progression to £25,627per annum, pro rata
Closing Date: 1 December 2021
We are seeking to appoint an enthusiastic and proactive individual to join SAgE Faculty Professional Services in the National Team of the Driving the Electric Revolution Industrialisation Centres Project (DER-IC).
You will provide a comprehensive administrative service to the project, working as part of a dedicated team to support the admin processes necessary to ensure the success of the project. We are looking for an individual who is able to work accurately under pressure with attention to detail.
To succeed in this role, it is essential that you have previous experience in an administrative position and can demonstrate being proficient with the full Microsoft Office suite. Ideally, you will also have some knowledge of the processes and procedures involved within Higher Education although this is not essential.
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.
For more information about the DER-IC project, please visit https://www.der-ic.org.uk/
The post is offered on a part-time (18.5 hours per week) fixed term contract basis until 31 March 2024. Part time working hours and roster to be discussed at offer stage.
To apply, please complete the online application, ensuring you attach a CV and covering letter. In your covering letter, please outline how you are either working towards, meet or exceed the essential requirements for the role holder as outlined below.
We kindly ask that previous applicants need not apply.
Contacts for informal enquiries:Richard Allenby, Strategic Project Manager: email@example.com – Alison Norton, DER-IC Project Coordinator: firstname.lastname@example.org
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- Responsible for coordinating and supporting designated project meetings, sub-meetings or working groups, including arranging meetings and room bookings etc.; coordinating papers, drafting agendas; and taking minutes; maintaining and proactively managing actions
- To provide administrative support to the Project Lead(s) and project team(s) as required, including (but not exclusively) in relation to meeting requests, diary management, travel arrangements (which may be complex regional, national and international), booking accommodation, conducting initial investigations/research or drafting correspondence as required. Correspondence may be complex reports, letters, proposals or presentations
- To lead the administration of designated processes on the project, including receiving initial enquiries/requests/applications; application of agreed operating procedures (escalating as appropriate) and monitoring progress. Taking responsibility for determining the appropriate mode of communication and accuracy of the content when conveying information
- To provide administrative support to the projects e.g. supporting meetings and events, monitoring and completing project plans, completing score cards on behalf of the project manager/sponsor, updating website and social media content.
- To proactively receive, resolve and respond to enquiries received into the project, to ensure that an effective service and clear advice is provided to colleagues and customers. Working closely with other members of the project team in the School, Faculty and across the University
- To develop, implement and maintain effective project procedures and systems to ensure that support is efficient, timely and accurate.
- To manage records relating to the functions of the project, to include taking responsibility for maintaining database(s) of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered / recorded
- Any other duties within the scope and general nature of the grade which may be required
The Person (Essential)
Knowledge, Skills and Experience
- Working knowledge of relevant systems, equipment, processes and procedures including standard software packages;
- Good numeracy skills;
- Good I.T. skills;
- Familiarity with work priorities and those of colleagues;
- Good written and/or oral communication skills;
- Understanding of relevant policies and procedures, as they affect the role, and the quality standards and outputs required;
- Ability to apply relevant health and safety and other University policies and procedures;
- Familiarity with using initiative and judgement to resolve problems independently;
- Experience of prioritising workload and handling conflicting priorities;
- Experience of working in a diverse team;
- Experience of working with senior managers in a large organization;
- Experience of acting as secretary in meetings, producing agendas, minutes and following up actions;
- Where relevant, ability to train/develop and manage other staff
Attributes and Behaviour
Planning and Organising;
• Works in a planned and structured way;
• Uses own and others’ time effectively;
• Sets own priorities in conjunction with team and area objectives;
• Plans workload and tasks in a systematic way;
• Ensures that all activities are completed on time;
• Uses systems and tools to ensure records and audit trails are clear and up to date;
• Keeps work systems up to date, neat and tidy;
• Ensures that others know how process and systems work
• Is factually correct and gives consistent verbal and nonverbal messages
• Clear and concise; gets the message across to others;
• Chooses communication tools appropriately e.g. selective use of emails and other channels of communication;
• Tailors content of communication to the audience, changing style, tone and format appropriately;
• Uses face to face communication regularly; team meetings, one to ones, informal discussions/chats, briefing sessions;
• Can hold attention of others using appropriate techniques; questioning, rhetorical questions, changing tone and pace of voice and animated style.
• Respects the expertise and contribution of others even if own opinion is different ;
• Shares relevant and useful information with others;
• Keeps other team members up to date with progress;
• Gets involved with team tasks;
• Willing to help others and share workloads;
• Supportive of team decisions;
• Asks others’ opinion;
• Respects the value that different views bring to the team
• Uses initiative to sort things out, is enterprising in effective use of material, financial and human resources;
• Looks at ways of overcoming obstacles rather than coming to a standstill;
• Confidently deals with a broad range of information;
• Keeps an open mind to alternative ways of doing things;
• Proactively anticipates and plans for likely problem areas or obstacles by assessing and managing risks
• Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or Substantial 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 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: 9385