Business Support Administrator

Newcastle University

  • Newcastle, Esch-sur-Alzette

  • Publié : 2022-11-24
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Détail d’emploi

  • Place Business Support Administrator



We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

What’s in it for you? 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.

Newcastle is an inclusive global University community 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.

Newcastle University is committed to being a fully inclusive Global 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 our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.

Salary: £23,144 to £24,285 with progression to £26,396 per annum

Closing Date: 25 November 2022

The Role

We are seeking a confident and enthusiastic Business Support Administrator to provide personal assistant support to our Directors. This role will primarily involve planning and managing very busy diaries, including organising regular national and international travel and meetings with partners and clients. You will be part of a team that enjoys sharing ideas and learning from each other while maintaining and developing the processes necessary to support our activity and business functions to achieve our strategic aims and objectives. 

The UK’s National Innovation Centre for Ageing (NICA) at Newcastle University is funded by the Government and Newcastle University to create a world in which we all live better, for longer. We team with innovation experts, industry, academics and the public, to identify, develop and bring to market data driven innovative business models, services and products, enhancing life as we age and developing new economic opportunities for organisations while promoting positive impact on society at scale.

For informal enquiries, Trudi Pemberton # apply, please complete the online application and attach a CV and covering letter. In your covering letter please outline how you are either working towards, meet or exceed all of the requirements for this role and the essential criteria in the Knowledge, Skills and Experience section below. Provide examples and highlight expertise relevant to the role.

Key Accountabilities 
•    Support the NICA Directors and Senior Management team in the delivery of administrative activity
•    To assist with general administrative support as required including, but not limited to, general office duties and diary management
•    Provide administrative support to the Management Team as well as other members of the team as required, including (but not exclusively) in relation to travel arrangements (which may be complex regional, national and international), booking accommodation, conducting initial investigations/research or drafting correspondence as required. Correspondence may be complex reports, letters, proposals and presentations
•    Responsible for supporting the events team to deliver designated events and activities and to represent the Centre at meetings and internal/external events, as appropriate
•    Providing administrative support to committees, sub-committees or working groups, including arranging meeting and room bookings etc., coordinating papers, drafting agendas; taking minutes; maintaining and proactively managing the actions
•    To provide administrative support to specific projects, preparing project documents, supporting meetings, helping to complete project plans and assisting with the organisation of external workshops with members of the public
•    Lead the administration of designated processes in the Centre, including receiving initial enquiries as a key point of contact for client businesses as well as other staff and visitors; application of agreed operating procedures (escalating as appropriate) and monitoring progress. Taking responsibility for determining the appropriate mode of communication and accuracy of the content when conveying information on behalf of the management team
•    Proactively receive, resolve and respond to enquiries received into the Centre to ensure that an effective service and clear advice is provided to business clients and customers as well as working closely with other units across the University
•    To manage the administrative support for the communications function within the Centre and working with the communications team to ensure the website is kept up to date, coordinating picture selection and purchasing while managing the Centre’s image library, and overseeing the brand guidelines to ensure consistency
•    Supporting the communications team to produce publicity materials using relevant software for online and printed use
•    Develop, implement and maintain effective office procedures and systems to ensure that support is efficient, timely and accurate
•    Manage records relating to the functions of the Centre, including implementing and maintaining a Customer Relationship Management (CRM) database which will contain commercially sensitive information to manage and support the new business process in the Centre.  This will involve taking responsibility for maintaining this and other database(s) of information; gathering data from multiple sources, extracting reports on data as required and ensuring the integrity of data entered/recorded
•    Undertake an active role in the health and safety management of the Centre, contributing to the maintenance of a safe working environment for colleagues and visitors, and in particular undertaking the role of a Display Screen Equipment (DSE) assessor, Fire Warden or first aider.
•    Contribute to the effective and efficient running of the Centre through a team approach, providing supervision and assistance to colleagues 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 (Essential)

•    Working knowledge of relevant systems, equipment, processes and procedures including standard software packages
•    Demonstrate an ability to understand relevant policies and procedures, as they affect the role, and the quality standards and outputs required
•    Familiarity with using initiative and judgement to resolve problems independently
•    Experience of managing own time and conflicting work priorities in relation to other team members
•    Excellent IT skills with proficiency in the use of Microsoft Office products and aptitude for development in and use of core software and data systems (preferably SAP or a CRM)
•    Experience of managing confidential and/or sensitive information with tact and discretion, and a working knowledge of GDPR
•    Excellent organisational, interpersonal and communication skills, including the ability to triage queries and issues
•    Excellent attention to detail in assisting with production of outputs for external audiences
•    Experience of working in a diverse team and with senior managers in a large organization
•    Experience of acting as a secretary in meetings, producing agendas, minutes and following up actions
•    Where relevant, ability to train/develop and manage other staff

•    Experience of website management using wordpress or similar
•    Experience of design packages within the Adobe Creative Cloud suite, such as Adobe InDesign and Aftereffects

Attributes and Behaviour
•    Understands the University values and guiding principles
•    People orientated, is approachable and willing to help others and share workloads
•    Sees other areas and people as ‘customers’ and follows through on enquiries and requests
•    Has a positive ‘can do’ attitude towards continuous process improvement
•    Able to manage conflicting priorities
•    Works in partnership with others and has excellent communication, interpersonal and collaboration skills
•    Demonstrates resilience to the demands of the role and pace of change
•    Promotes a culture of mutual respect
•    Able to work in a matrix organisational model


•    Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus work experience in a relevant role; or substantial relevant work experience in a comparable setting


The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University is also a member of the Euraxess initiative supporting researchers in Europe.

Requisition ID: 24341
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