Operations Assistant

Salary: £23,393 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: 23 May 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.  

We are looking for a highly motivated and enthusiastic individual to join the Operations Community in Professional Services. The purpose of this new role is to provide an efficient and friendly reception/information service to our people, ensuring a high quality of customer care is delivered at all times.  You will be responsible for the smooth and professional day to day running of a designated reception/office area under the direction of the line manager alongside being involved in other aspects of our operational administrative support across multiple business functions 

This is a full time, open-ended post.  Further information can be obtained by contacting David Oliver ([email protected] ).

The Faculty of Medical Sciences is committed to supporting equality, diversity and inclusion for all staff and students.  Applications for part time/flexible working are welcome; please state your desired working arrangements in your application.

Key Accountabilities
•    Support the Operations Manager and Operations Leads in the delivery of administrative activity across the Operations team
•    Responsible for a designated reception area by responding to telephone, email or personal enquiries from our people, to ensure the smooth and professional running of the area (may be required to move around different areas)
•    Undertake general office tasks such as (but not exclusive to): raising web requisitions, photocopying, filing, maintenance of databases, the generation of standard letters and correspondence, overseeing the general maintenance of office equipment, reporting building defects, issuing keys and smartcard access, upkeep of noticeboards and operating meeting room booking systems
•    Responsible for sorting and distribution of incoming, outgoing, internal and external mail and parcels
•    Responsible for monitoring stationery supplies in the designated area, including keeping an inventory and replenishing stock as and when required to assist in ensuring the smooth operational running of the area
•    Receive visitors to the office and escort them to their destination
•    Participate in cross-cover arrangements with other Assistants to ensure absences are covered and service is maintained across the Faculty
•    Support colleagues in other professional communities within the designated area when required
•    Any other duties within the scope and general nature of the grade as required by the line manager 

The Person

Knowledge, Skills and Experience
•    Experience of working in a customer focused environment
•    Working knowledge of relevant systems, equipment, processes and procedures including standard software packages
•    Be a clear communicator, both orally and in writing with good interpersonal skills
•    Have good planning, organisational and numeracy skills
•    Have the ability to work quickly and accurately
•    Able to work effectively in a team
•    Ability to use tact and discretion and be confidential when required
•    Ability to use initiative
•    Familiarity with work priorities and those of colleagues, able to combine attention to detail and thoroughness whilst still achieving deadlines
•    Basic understanding of relevant policies and procedures, as they affect the role
•    Experience of working with university computer packages.

Attributes and Behaviour
•    Adapts own response to take into account cultural differences, behaviours and perspectives
•    Sees other areas and people as ‘customers’ and follows through on enquiries and requests
•    Understands the University values and guiding principles
•    People orientated, is approachable and willing to help others and share workloads
•    Has a positive ‘can do’ attitude
•    Works in partnership with others and has good communication and organisational skills
•    Promotes a culture of mutual respect

Qualifications
•    Grade A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, or work experience in a relevant role

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: 26997