The Role
The Engagement Coordinator(s) will play a key supporting role within the Engagement team, enabling effective delivery of strategic partnership and stakeholder engagement activities across the Innovation Observatory. Working closely with the Strategic Partner Coordinator and the Communicatons and Marketing Manager and across our internal portfolio teams, the postholder will contribute to ensuring that engagement efforts are well-organised, insight-driven, and aligned with the organisation’s strategic objectives.
This is a hands-on administrative role requiring excellent attention to detail, time management, and communication skills. The postholder(s) will take responsibility for maintaining and updating the organisation’s Customer Relationship Management (CRM) system, ensuring data accuracy and supporting the tracking of engagement and relationship development. They will provide logistical and administrative support for the Innovation Observatory’s engagement related meetings, workshops, and events, including those hosted in partnership with our external partners.
The Engagement Coordinator(s) will also support financial processes related to partnership activities, including the processing of reimbursements (e.g., payments to public contributors and community organisations), and contribute to internal monitoring and reporting by collating and presenting engagement data.
The postholder(s) will work collaboratively across multiple teams and job families, acting as a key link in enabling cross-sector engagement and ensuring that operational systems are functioning efficiently to support the organisation’s long-term goals. The role will report to either the Communications and Marketing Manager or the Strategic Partner Manager.
The post is full time, fixed term until 31st March 2031.
Informal enquiries should be directed to Dominic Lamb () or Professor Dawn Craig ().
To apply for this role, please submit a CV and covering letter with your application.
Key Accountabilities
1. With oversight from the Communications and Marketing Manager/Strategic Partner Manager, lead and coordinate all engagement activities across the Innovation Observatory, to enable high quality delivery
2. Plan, organise and deliver all engagement events and activities (e.g., Public, Patient, Community and Industry involvement), including providing end-to-end logistical support e.g. sourcing venue arrangements, preparing presentation materials, technical support, attendee coordination and post event evaluation
3. Manage and support internal and external communications across a broad network of partners to ensure consistent messaging, foster strong relationships and advance engagement priorities
4. Maintain accurate and up-to-date records within the CRM system, ensuring all strategic partner, stakeholder and wider ecosystem engagement activities and communications are consistently logged and monitored
5. Record and track all engagement activities within the CRM to enhance strategic relationship management, enable data-driven decision making and support long term partnerships
6. Lead the collation, structuring and analysis of engagement data to ensure accuracy, completeness and actionable insights
7. Process and track all financial transactions related to engagement activities, including raising payment requests and completing PPCIE payment documentation, monitoring financial expenditure and supporting quarterly and annual cost projections
8. Support the development of insight-driven reports, executive summaries and performance updates to inform strategic oversight of engagement activities
9. Provide project assistance, including preparing meeting documentation such as slide decks, and background materials in advance of partner interactions to support successful engagement collaborations
10. Provide general administrative support to the Communications and Marketing Manager/Strategic Partner Manager and the wider engagement and communications team as required to ensure delivery of the Innovation Observatory’s goals
This job description identifies the key responsibilities of the post. It is not an exhaustive list of duties and is subject to amendment as necessary, in consultation with the postholder
The Person
Knowledge, Skills and Experience
11. Experience of working in an outwardly facing engagement role, in higher education, public sector, health, care and/or life sciences or research organisations
12. Experience in organising and delivering logistical and technical support for externally facing engagement activities, including workshops, events and/or interactive sessions both in person and hybrid
13. Experience maintaining and updating Customer Relationship Management (CRM) systems to record partner activity, contact history and to inform relationship building
14. Demonstrated ability to provide project assistance support to enable effective delivery of cross-portfolio engagement activity
15. Competence in collecting, organising and presenting data to inform reports, dashboards or evaluations
16. Experience processing financial transactions or payments, ideally using structured systems and in accordance with institutional policies (e.g., PPCIE or equivalent)
17. Proficiency in Microsoft Office applications, particularly Excel, Word, Outlook and PowerPoint
Attributes and Behaviour
18. Exceptional attention to detail in all administrative, data entry and documentation tasks
19. Strong organisational skills with the ability to manage multiple competing priorities and meet deadlines
20. Clear and professional written and verbal communication style, suitable for both internal and external audiences
21. Proactive, adaptable and solution-focused, with a willingness to take initiative in a dynamic work environment and an ability to influence others positively
22. Discreet and dependable when working with sensitive information or financial records
23. A collaborative team player, open to learning and committed to supporting shared goals
24. Demonstrates professional integrity, reliability and a stakeholder-centred mindset
25. Shows interest in and awareness of the broader health, life sciences, care, or research ecosystems
Qualifications
26. Educated to A level/HNC standard or significant experience in a similar role
27. Certification or formal training in CRM software (e.g., Dynamics, Salesforce, etc.) (Desirable)
28. Financial administration training or experience of using procurement / payment systems (Desirable)
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 award in recognition of our good employment practices for the advancement of gender equality. We also hold a Bronze award in recognition of our work towards tackling race inequality in higher education REC. We are a 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: 28870