Newcastle University
Operations Coordinator
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Salary: £32,080 to £33,002 with progression to £34,610 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: 31 July 2026
The Role
The School of Engineering and Faculty of Science, Agriculture and Engineering are seeking a proactive and enthusiastic Operations Coordinator to join the Professional Services team. This is an exciting and collaborative role, supporting the School’s strategic objectives and developing an environment to enable high quality education, research and engagement.
You will lead a team, helping to ensure the School’s activities relating to operational services are carried out effectively and with a commitment to enhanced efficiency and quality. This will include the development of relationships with academic and professional service stakeholders across the School and Faculty, including the Executive Support Team, Technical team and Deputy Directors of Discipline.
You will be a flexible and highly organised individual, with experience of problem solving and delivering excellent customer service. You will have a strong commitment to maximising efficiency in a culture of continuous improvement, in addition to excellent interpersonal skills.
Our School offers a passionate and friendly working environment, supported by a collaborative Operations, and wider Professional Services Team, we would love to hear from you if you’re ready to advance your career in Operations. For all informal enquiries please contact Operations Manager, Sian Breen sian.breen@newcastle.ac.uk
Key Accountabilities
- To develop, deliver and manage a coordinated service to colleagues and students to the highest possible standard of customer service, by proactively planning and organising all aspects of support from the relevant PS team
- To recruit, lead, manage and develop staff in the team with responsibility for their professional development. This will include the allocation and prioritisation of duties to ensure the area of activity operates effectively and efficiently
- To work with the Executive Support Team on the coordination of all relevant administration tasks including those related to HR e.g. recruitment, induction, absences and group and individual PDRs for those based in the building
- To take a proactive approach to developing and implementing systems and processes for high quality efficient and effective service
- To provide effective and efficient administrative support to colleagues, including acting as a team expert in procurement and purchasing
- To coordinate all space and estates work (excluding laboratory space), including office/desk allocations for new and existing staff and building access
- To work with the Communication and Events Team on the coordination of events, conferences, guest lectures, seminar series etc
- To take responsibility for resolution of queries as the most senior local point of contact in the PS team across all areas of administrative support
- To work closely with other colleagues in schools/faculties and the wider university to ensure alignment with the University’s strategies, policies, guidelines and approaches
- To work as part of a wider Faculty and unit team and to undertake other duties within the scope and general nature of the grade which may be required
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The Person
Knowledge, Skills And Experience
- Excellent numeracy and IT skills with experience of Microsoft suite of programmes, together with confidence in handling and analysing data from a diverse range of sources
- Excellent interpersonal skills, including negotiating influencing and relationship building and developing and working as part of a team
- Experience of leading and managing a team
- Evidence of a proactive, creative and flexible approach to problem-solving. A ‘can-do’ approach
- Experience of establishing, reviewing and monitoring administrative systems in office environments to improve processes to maximise efficiency
- An excellent communicator both verbally and in writing with the ability to tailor messages to the appropriate audiences
- Demonstrates high energy and commitment to the delivery of excellent customer service
- High level of organisational and time management skills, able to manage a range of tasks simultaneously
- Experience of managing and training colleagues
- Proactively assesses and manages risks and makes changes of approach if necessary
Attributes and Behaviour
- Acts in a collaborative, inclusive, transparent and open manner, acting with integrity and able to build high levels of trust
- Encourages and supports a free flow of communication and information across own area, and the wider University where appropriate
- Sets own priorities in conjunction with team and area objectives and has the ability to quickly identify what is important and act accordingly
- Keeps an open mind to alternative ways of doing things
- Proactively anticipates and plans for likely problem areas or obstacles by assessing and managing risks
- Maintains flexibility in work plans to allow for changing circumstances
- An aptitude for utilising software tools and technologies to enhance, improve and simplify day to day functioning/organisational skills
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Qualifications
- A-levels/BTEC Level 3 or equivalent
- Plus significant relevant experience in an administrative setting demonstrating development through involvement in a series of progressively more demanding relevant work/roles
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 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 a Disability 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: 29514
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