Work Experience Assistant

Salary: £23,700 with progression to £25,138 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: 04 April 2024
The Role
The Student Success Unit is responsible for developing and supporting the delivery of an outstanding and distinctive student experience so that students have a high-quality University experience.
As part of Student Success, the Careers Service supports all students and recent graduates towards a positive graduate outcome.
This is an exciting opportunity to join the Work Experience and Graduate Opportunities Team at Newcastle University. You will work with regional, national and international organisations looking to raise their brand awareness on campus and recruit our students and graduates.
This post takes a leading role in organising the administrative workload for our graduate recruitment activity. You will manage registrations and vacancy approvals to our careers portal, ensuring students have access to a wide range of opportunities. The post holder will need excellent attention to detail and organisational skills to manage demand at peak times.
As part of the Work Experience Team you will provide comprehensive administrative and customer support to the Service’s Work Experience programmes. This includes, but is not limited to student employment on campus, Work Experience schemes, vacancy coordination, student and recruiter liaison, assignment briefings, event attendance and support, and the coordination and dissemination of wide-ranging information.
You will be a first point of contact for employer queries, promoting the options available to connect with our students and graduates, including events, fairs and advertising vacancies. Good customer service and communication skills are essential for the role.
You will support online and in-person employer events, including our graduate recruitment fairs. Liaising with employers for bookings and queries and supporting the delivery and management of events on the day. A good team player, you will be confident working in a busy and fast-paced role.
You will also support the coordination of our annual submissions for the global QSA survey, which is a key indicator of the University’s performance in the higher education sector. You will work with teams across the University, ensuring that data is collected to deadlines.
This is a full time, permanent position.
Further information about Newcastle University Careers Service & the services we offer to employers are available at Recruitment support for organisations | Newcastle University (ncl.ac.uk)
Interviews will take place on 22nd April 2024.
For informal enquiries about this role please contact Kathryn Pickup, Employer Liaison Adviser, kathryn.pickup@ncl.ac.uk or Gemma Bolam, Information and Insights Team Manager, gemma.bolam@ncl.ac.uk .
Key Accountabilities
To administer all aspects of vacancy coordination, including employer liaison, recruitment advertising, marketing and promotion of opportunities, managing application deadlines, shortlisting applicants under the supervision of more senior colleagues, organising interviews, representing Jobs On Campus in interview panels, arranging induction sessions and joining instructions, providing feedback to successful and unsuccessful candidates and matching appropriately skilled students to workplace assignments
To monitor the employer and student experience during Work Experience to ensure that everything is progressing satisfactorily. To provide a first point of contact for issues that may arise, ensuring resolution where possible and referring to more senior colleagues where necessary
To support UK Visa and Immigration requirements by conducting Right to Work checks for new student workers
To develop rapport with recruiters and students, face to face, over the telephone and by email, and to nurture and develop these ongoing relationships. This can include face to face meetings with students, offering support, guidance and advice when necessary, referring more complex queries to line managers as appropriate
To maintain appropriate databases, records and systems, to evaluate student recruitment and Work Experience programmes
To prepare and conduct regular face to face student information sessions and recruiter presentations, which can, in some business areas, include describing simple employment contracts and ensuring employers’ and students’ expectations are clear and well managed
To maintain and monitor financial systems, including processing student payments, coordinating purchase orders and invoices, ensuring that deadlines are met, and budget controls are adhered to. Under the guidance of line managers, the post holder may be asked to assist in allocating funding streams
To assist in the preparation of reports, including the analysis of recruitment and Work Experience activity
With the guidance of more senior colleagues, proactively promote the varied options available to recruiters and students. These include on-campus events, recruitment fairs, and vacancy advertising
To ensure that web, social media and other promotional materials are kept up to date in the post holder’s area of responsibility. This includes assisting with the generation of case studies
To promote the activities of the Service at recruitment and business events. This may include giving presentations, answering diverse queries on multiple topics and supervising student helpers
Undertake any other duties reasonably requested in the delivery of the Careers Service’s strategic objectives including occasional out of hours/evening work
The Person
Knowledge, Skills and Experience
Competent in the use of Microsoft Office, database packages and the internet
Clerical or administration experience in an office environment
Experience working in a customer-focused environment
Excellent attention to detail with a high level of accuracy
Excellent organisational skills, with the ability to prioritise workload
Experience in working to deadlines and meeting demanding targets
Team player, able to develop and maintain productive working relationships
Good communication and interpersonal skills
Good problem solving with ability to use initiative
Good level of literacy and numeracy
Attributes and Behaviour
Manage time and resources by prioritising and organising effectively
Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the project where different skills, expertise and opinions are valued
Uses clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two-way communication process
Projects a positive attitude through personal confidence and enthusiasm in order to achieve organisational success, remaining calm when responding to challenging situations
Sees other departments and colleagues as “customers” and follows through on their enquiries and requests, striving to deliver high quality results
Qualifications
English Language GCSE grade A-C or equivalent
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: 26866