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Department Administrator

Location: Newcastle

Salary: £10.56 per hour

Job Type: Temporary

Job ID: 169288

An exciting opportunity is available to join the Departmental Administration Support team, within the Faculty of Arts, Design and Social Sciences.


Reporting to the Executive Assistant, you will work on a day to day basis with Heads of Departments, delivering a wide variety of admin tasks such as diary management, dealing with finance and resources activity, organising and supporting Department meetings and events and ensuring the admin processes for key department business activities are effectively and efficiently delivered.


A team player with previous admin experience, you must be able to demonstrate strong planning and organising skills, the ability to use your initiative and have experience of introducing and maintaining effective and efficient admin systems. Excellent communication skills, the ability to work confidently in a fast paced, customer focused environment with people at different levels in the organisations is also essential.


General Duties and Responsibilities:


  • Support the Head of Department through diary management, including prioritising and arranging meetings as appropriate.


  • Provide Departmental administrative for example, in relation to payroll enquiries, procurement and COUPA ordering, monitoring of spend to budget, budget queries, expenses and timesheets, induction and onboarding, post and stationary, travel and hospitality.


  • Provide administrative support for Department meetings and events, including dairy management, room booking, hospitality, preparing agendas and papers, taking notes and minutes, establishing and maintaining relevant files and records.


  • Support line managers to ensure induction, probation, appraisal and training and development is correctly undertaken within the Department.


  • Support the Head of Department and other recruiting managers with administrative activities linked to recruitment and selection events, and the recruitment of Associate Lecturers/Demonstrators.


  • Advise and support colleagues to utilise internal ‘self-serve’ systems.


  • Maintain appropriate files, records and systems.


  • Liaise with, and be a point of contact for, colleagues in the Department and the Faculty administration team as and when required dealing with general enquiries, reception and telephone duties.


  • Contribute to the provision of a professional support service by ensuring high levels of customer satisfaction and by responding positively to feedback.


  • Work closely with colleagues to provide an effective and efficient service; developing and maintaining good working relationships, practices, and knowledge within and across the Faculty and Department.


  • Support the needs and expectations of colleagues within the Department and wider Faculty administration team as and when required.


  • Follow standard processes, procedures and practices relevant to the role.


This Role Description is not intended to be an exhaustive list of duties and will be subject to periodic review by the University Executive and/or within the relevant Faculty/Service in discussion with the role-holder.