Administration Team Leader

Salary: £29,605 to £30,487 with progression to £32,982 per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Closing Date: 30 June 2024

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.  To achieve this vision, we recognise that our people, and our culture are critical to our success.  

The People Engagement and Culture (PEaC) team comprises the Organisational Development (OD) team and the Equality, Diversity and Inclusion (EDI) team. Collectively we deliver learning, development and engagement activities in addition to strategic projects which help the University deliver excellence, creativity and impact through its people.

The role of Administration Team Leader is critical to our team’s success - providing management support for our small Administration Team and coordinating all administration aspects of our work. The role involves the management of a wide range of learning, development and engagement events / activities as well as supporting our digital provision and IT systems.  

To be highly successful in this role, you will be passionate about developing and leading others, have strong organisational skills and a proven track record of delivering a service excellence. We are looking for someone who wants to work in a team that makes a positive impact on others, is committed to collaborating with others and thrives when juggling multiple priorities. 

Please do reach out to Julie Bullimore to have a chat about this opportunity.

To apply, please upload a CV and cover letter outlining your unique fit to the criteria set out in our person specification below.

 
Key Accountabilities

•    Lead and manage the PEaC Administration Team, allocating work as appropriate and monitoring performance to ensure an effective service is provided at all times

•    Ensure the effective administration of all PEaC services, events and activities in line with University protocols

•    Ensure an effective, welcoming reception service is delivered by the team at all times, managing any necessary rotas

•    Oversee the administration and evaluation of all learning, development and engagement activities through effective use of IT Systems (SAP Training and Event Management, and the Learning Management System)

•    Lead on all administrative aspects of the Learning Management System and any associated digital learning platforms, supporting the team to respond to all customer queries, troubleshooting and reporting

•    Produce accurate, timely reports on learning, development and engagement activity as required

•    Forecast, monitor and report on the People Engagement and Culture annual budget, providing updates to the senior team as required

•    Deliver effective PA and admin support is to the senior team in the People Engagement and Culture Service

•    Maintain an up-to-date list of all ongoing contracts and tenders, ensuring appropriate mechanisms are in place to review and update as required

•    Oversee the production of professional materials for events and activities including workshop handbooks, PowerPoint slides, participants’ information and marketing materials maintaining all accessibility standard

•    Co-ordinate and / or provide support for agreed PEaC projects

•    Co-ordinate the support to a range of meetings and committees in relation to the preparation and circulation of agendas and minutes

•    Undertake some facilities management activities in relation to the teams locations, including the management and maintenance of team equipment, monitoring of any contracts for services, reporting of any repairs or improvements and planning of any office moves

•    To undertake any other duties in line with the People Engagement and Culture agenda as required

The Person 

Knowledge, Skills and Experience 

•    Experience of managing high quality administrative functions and managing a busy customer facing environment, ideally coordinating a reception area
•    Experience of managing others, with an ability to bring out the best in people
•    Able to prioritise, forward plan, meet deadlines as well as respond flexibly to unexpected demands
•    Experience in organising, and evaluating learning, development and / or engagement activities
•    Experience of analysing and presenting data
•    Excellent oral, written and presentation skills, confident in the production of materials and information
•    Experience of administering budgets, contracts, tender processes, ordering goods and services
•    Experience of minute taking and managing agendas

Desirable

•    Experience of maintaining accurate records using appropriate software, with the experience of using a Learning Management System 
•    Demonstrable high level skills in Microsoft Office, in particular Outlook, Word, Excel and PowerPoint.  Experience of using Sharepoint and T4 

Attributes and Behaviour

•    Ability to use initiative and apply creative solutions when faced with new challenges
•    Flexibility and resilience 
•    Ability to use own judgement and initiative
•    Excellent organisational skills and attention to detail
•    Ability to communicate appropriately with colleagues at all levels
•    Ability to demonstrate a professional and proactive approach to customer services
•    Commitment to working as part of a team
•    Commitment to developing new skills

Qualifications

Essential

•    Degree or equivalent professional experience 
•    Line management/supervisory qualification (desirable)

Desirable

•    Line management/supervisory qualification 

Newcastle University is a global University where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

We are committed to being a fully inclusive 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 of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a silver Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.  We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 27251