Assistant Centre Administrator

Newcastle University; Newcastle; On-site; GBP 24,000 - 32,000; Full time

Job summary

Newcastle University is seeking an efficient administrator to provide a comprehensive service to the NIHR RSS Specialist Centre for Public Health. You will support the Director, COO and Centre colleagues with diary management, meetings, events and travel arrangements.

You will be the first point of contact for the Centre, coordinating papers, booking accommodation and assisting with invoices, budgeting and expenses while ensuring smooth operation of the Centre.

Qualifications

• Recent administrative experience in a large organisation.
• Excellent written and verbal communication skills.
• Strong IT skills including Microsoft Office and data handling.
• Ability to work quickly and accurately to deadlines.

Responsibilities

• Provide diary management and coordinate meetings, travel and accommodation.
• Support the Centre’s operations team with meetings, papers and minutes.
• Serve as first point of contact for the Centre and stakeholders.
• Process payments and assist with budgeting and invoices.

Skills

Diary management

Meeting coordination

Filing systems

MS Office

Communication

Attention to detail

Education

GCSE English & Maths

Tools

Outlook

Excel

Word

Job description

The Role

The purpose of this role is to provide a comprehensive administrative service to the NIHR RSS Specialist Centre for Public Health, providing effective and efficient support to the Director of the Centre, Chief Operating Officer and Centre colleagues.

Working within the Centre’s Operations team, the postholder will be the first point of contact for the Centre and, among other duties, provide diary management, arranging and supporting meetings, conference and other stakeholder events.

Key Accountabilities

• Provide administrative support to the Operations Team and Programme Managers within the Centre as required, including (but not exclusively) diary support, meeting coordination, travel arrangements and booking accommodation to ensure that the Centre runs smoothly
• Co-ordinate and support Centre meetings and stakeholder events, funding panels and working groups including arranging meetings, coordinating papers, drafting agendas, taking minutes, maintaining and proactively managing actions
• Be the first point of contact for the Centre, communicating clearly with the Centre team, Satellites, collaborators and stakeholders and University professional services staff
• Process and monitor payments including Public Contributor payments and expense claims ensuring that all expenditure is against the correct budget sub-headings. Ensure that the receipt of goods and/or services is confirmed, and assist in the resolution of invoicing, coding or expenses queries, to provide an efficient service and assist the Centre in adhering to the University’s Procurement Regulations. Early escalation of all financial queries to the Senior Research Administrator
• Contribute to the effective and efficient running of the Centre, providing assistance to colleagues and stakeholders as appropriate
• Any other duties within the scope and general nature of the grade as required by the line manager

The Person

Knowledge, Skills and Experience

• Relevant recent administrative experience in a large organisation
• Excellent interpersonal skills including the ability to communicate clearly and concisely in writing and verbally
• Excellent administrative skills, including experience of setting up filing systems, preparing agendas and taking minutes of meetings
• Ability to work quickly and accurately to deadlines, paying attention to detail
• Excellent IT skills, including competent use of Microsoft Office (especially Outlook, Excel and Word)

Attributes and Behaviour

• Good team working abilities
• Ability to act with sensitivity in dealing with stakeholders
• Ability to develop and maintain strong working relationships within the Centre team and its satellites
• Ability to deal appropriately with confidential information
• A positive and supportive attitude, ability to work flexibly and co-operatively with others
• People orientated, is approachable and has a positive ‘can-do’ attitude
• Works in partnership with others and promotes a culture of mutual respect

Qualifications

• Grade A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications / relevant work experience in a large organisation

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 Gold award in recognition of our good employment practices for the advancement of gender equality. We also hold a Bronze award in recognition of our work towards tackling race inequality in higher education REC. We are a 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: 29862