Operations Assistant

Salary: £25,742 to £26,444 per annum, with progression to £27,979

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: 28 May 2024

The Role 

A unique opportunity to join the Finance Hub, without working as a financial specialist. The Operations Team supports the overall finance function in a variety of ways meaning that this role allows cross-functional collaboration and is an amazing way to build a strong network within the department. 

Without a doubt, top-tier organisational skills are key. The team spins a lot of plates and whilst we have organisational tools in place to help, it required a keen eye for detail and the ability to work on multiple tasks and projects alongside each other. Also, an interest in internal processes will go a long way, as we work towards reviewing and optimising our ways of working towards higher levels of efficiency that will overall have a positive impact on the wider department. 

You will provide operational and administrative support to the senior management team and professional services colleagues across Finance. Finance is a large team of skilled and experienced financial professionals based in multiple buildings across the University campus.  

You will provide a comprehensive administrative service including co-ordinating support for committees and meetings; providing support and guidance on People Services issues, purchasing on behalf of Finance, administering the recruitment process for Finance; assisting with co-ordinating health and safety matters and supporting the Senior Management Team.  

For information enquiries please contact Paige Patterson, Operations Manager, [email protected]

Key Accountabilities

• Act as the first point of contact and liaison for Finance, providing a high quality and consistent service. Proactively receive, resolve and respond to enquiries received, ensuring that clear advice is provided to colleagues and external stakeholders
• Take a lead role in supporting the People Services processes and procedures on behalf of Finance. This will include assistance with sickness procedures and monitoring, annual leave and maternity entitlement calculations, etc. You will advise colleagues as necessary and liaise with other University departments (People Solutions and Payroll in particular) to ensure procedures are followed and records are maintained in a timely manner
• Assist with the coordination of the end-to-end recruitment process using University systems to enter vacancies for approval and advertisement, supporting through to onboarding of new colleagues. This will require you to advise recruiting managers on the recruitment process; make the necessary arrangements for interviews and liaise with candidates; lead on new starter induction arrangements, etc
• Using principles of continuous improvement, lead the administration of a number of processes that support the work of Finance, as well as working with the Operations Manager on regular reviewing and improving those processes. Receiving initial enquiries and requests for updates and leading the annual review process, ensuring records are up to date and accessible to all Hub colleagues
• Responsible for coordinating and supporting designated Finance Hub committees, sub-committees or working groups, including arranging meetings and room bookings etc., coordinating papers, drafting agendas, and taking minutes, maintaining and proactively managing actions
• Make travel arrangements and other purchases on behalf of Finance Hub colleagues where required and in line with the University’s financial regulations
• Assist with the Hub’s Health and Safety Management. In particular, coordination of new starter health and safety induction training, fulfil the role of Fire Warden and DSE assessor, etc
• Proactively update the Finance Hub’s web pages, working with managers to ensure content is kept up to date
• Share duties with the Operations Team to support the operation of the Finance Hub, including providing cover during holidays and absences, working as a team to ensure the smooth functioning of the office
• Undertake any other duties appropriate to the grade as requested by the Office Manager and the Finance Hub’s Senior Management Team

The Person 

Knowledge, Skills and Experience

• Working knowledge of Microsoft Office software including proficient in use of Teams 
• Confident in picking up quickly and accurately new systems and processes   
• Strong oral and written communication skills to effectively and accurately convey key messages to colleagues and stakeholders  
• Proven organisation skills with the ability to effectively multi-task and prioritise workload  

Attributes and Behaviour

• Consistently displays a positive can-do attitude  
• Works collaboratively with others to build teams and ensure consistency in process and systems use 
• Works calmly and efficiently under pressure and deadlines 
• Conveys confidence 
• Takes a high level of initiative and is able to work independently 

Qualifications

• GCSE, or equivalent, grades A-C in English Language and Mathematics, or vocational qualifications, plus work experience in a relevant role, or relevant work experience in a comparable setting

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 aDisability 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: 27039