UWLP Officer

Faculty of Humanities & Social Sciences

Newcastle University, Newcastle upon Tyne, UK


  • Posted on: 08th Jun 2021
  • Salary: £19,133.00 - £23,754.00 per annum
  • REF: 8481
  • 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: £19,133.00 – £23,754.00per annum

Closing Date:20 June 2021

The Role

We are seeking to appoint a motivated and enthusiastic person to join the Professional Services Team in the School of Modern Languages to provide effective and efficient administrative support to the School’s University-Wide Language Programme (UWLP), working closely with the UWLP Director. This an exciting opportunity to join a dynamic and expanding School with colleagues from around the globe. The UWLP is a highly successful scheme that makes language-learning available to all University students, covering a wide range of languages at various levels and has in excess 1500 students. The role will also support other key areas of the School’s learning and teaching activities, particularly the Year Abroad.

We are looking for an individual with solid organisational skills and excellent interpersonal and communication abilities. You should have up-to-date IT skills, a good general education and have a keen eye for detail. You should be a team player but also able to use sound initiative to prioritise key tasks to ensure deadlines are met. Previous experience of working within higher education would be advantageous but is not essential. A positive ‘can-do’ attitude and a flexible, helpful approach are essential.

For all informal enquiries please contact Lesley Sherrin – lesley.sherrin@newcastle.ac.uk

Key Accountabilities

  • To act as first point of contact for queries from students and staff on the UWLP programme, handling them appropriately
  • To allocate students to places at pre-registration and induction. To manage UWLP student registrations, waiting lists, updating records accordingly
  • To look after all areas of the Teaching and Learning cycle of processes as related to running the UWLP, including induction, Module Fairs, updating Module Outline Forms and Canvas, overseeing timetabling, tracking attendance registers, logging the return of assessments, inputting marks in NESS, administering Boards of Examiners, liaising with appropriate colleagues in Faculty, LRC, External Examiners and adhering to tight deadlines
  • To support the UWL Advisory Committee, assisting with agendas, minutes, and ensuring action points are followed up; providing required data and reports where necessary, to both the Committee and the School Management team
  • To work with UWLP Director on keeping marketing materials for the programme up-to-date and to look for further opportunities to promote the UWLP to the wider University community such as at UG and PG Open Days and other recruitment events
  • To liaise with the School Manager and Deputy School Manager on management information including student number forecasting and providing the information required for Associate Lecturers contracts


  • To work alongside a small team in the SML to support the School’s compulsory Year Abroad, Stage 3 of the Undergraduate programmes
  • To be proactive in the planning and organisation of the University Undergraduate Open Days, both in promoting the UWLP to potential applicants and in general for the School, by organising promotional materials, ensuring the staff rota is in place and generally overseeing the smooth running of these key recruitment events
  • To work as part of the SML team in supporting the School’s web and social media activity for both UWLP and the School in general
  • To offer general support to the School’s employability activities, working with the School’s Employability Officer and Careers Service
  • Other tasks as designated by the line manager appropriate to the grade

The Person (Essential)

Knowledge, Skills and Experience

  • Excellent planning, organisational and numeracy skills, with attention to detail and ability to work to tight deadlines
  • Excellent and proven interpersonal skills, ability to relate well to others, to be patient, calm and tactful
  • Able to communicate effectively, both orally and in writing, with the ability to deal independently with potentially difficult students. Ability to write well and accurately
  • Ability to work both as a team and independently, working flexibly as required
  • Experience of managing own time effectively, working autonomously, using initiative and judgement to resolve problems
  • Experience of working in a relevant role in a busy office environment, working both independently and as part of a team


  • SAP, Canvas and NESS experience
  • Experience of web and social media
  • Previous experience in HE/teaching administration
  • Previous experience of servicing meetings and taking Minutes
  • A languages background/experience of second language learning

Attributes and Behaviour


  • Uses clear, concise and accurate communication, tailoring approach accordingly and encouraging a two way communication process
  • Disseminates key messages to staff and colleagues internally and externally and ensures understanding
  • Understands how best to appeal to the other person/group, correctly interpreting the right way to approach a situation
  • Is factually correct and gives consistent verbal and non-verbal 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

Delivering Services

  • Works continually towards achieving excellent service delivery through understanding and meeting the expectations of the University, students, colleagues and others
  • Cooperates with others in achieving targets and deadlines
  • Takes responsibility for achieving own targets
  • Has a positive attitude for doing things better
  • Pays attention to detail
  • Is enthusiastic in getting the job done on time

Team Working

  • Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation
  • Shares relevant and useful information with others
  • Keeps other team members up to date with progress
  • Respects the value that different views bring to the team

Planning and Organising

  • Manages time, resources and own workload by prioritising and organising effectively
  • Works in a planned and structured 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


  • Comprehensive and up-to-date knowledge of Microsoft Office, including Excel, Outlook, email and Internet
  • Good level of general education, must include 5 GCSEs or equivalent at Grade C or above

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: 8481

Employer Achievements:

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