The Role
To provide effective and efficient education and facilities administrative support to the users of the Business School buildings.
Newcastle University Business School is seeking well organised and motivated individuals with strong interpersonal skills to join the Professional Services Team in our front of house ‘one stop shop’.
You will provide students, staff and stakeholders with an excellent level of service and ensure that they are effectively supported during their time with us. This will include acting as front-line support for a range of reception, facilities and education related queries across the Business School locations situated on the Helix Site. You will need to be a proactive individual, with an ability to work from your own initiative and be able to provide a positive contribution to the wider School/University community.
You will possess good organisational and communication skills and be keen to provide students and staff with a consistently excellent level of service. Ideally, you will have demonstrable work experience in a relevant role in a Higher Education setting, with a working knowledge of relevant University systems, although this is not essential. You will need to be competent in using a pc and have a good working knowledge of standard software packages (Microsoft Word/Excel/Outlook).
For an informal discussion about the post, please contact our Facilities Manager - or Education Manager.
Newcastle University Business School is located in Newcastle City Centre and at the gateway to the Newcastle Helix, a £350million partnership between Newcastle University, Newcastle City Council and Legal and General, where business meets Science.
Home to 4000 students, Newcastle University Business School is one of an elite group of Business Schools worldwide to hold triple accreditation from the three internationally recognised accreditation bodies: AMBA, AACSB, and EQUIS. This places the School in the top business schools worldwide and is testament to our reputation for Teaching and Research. Our vision is to be globally renowned for the Future of Work and developing students for a future they can shape.
For more information about Newcastle University Business School, please visit our website
Key Accountabilities
Working under the oversight of the School’s Facilities and Education Managers and reporting to the Education Team Leader, to complete relevant activities outlined in the School’s Activity Planner as well as including the following tasks:
1. Provide a professional front line service in the School’s one stop shop to both staff and students. Respond appropriately and efficiently to the diverse range of enquiries (via telephone/electronic) whilst ensuring customer service excellence
2. Supporting the student registration and induction cycle, including organising inductions, updating handbooks and personal tutor allocation
3. Supporting the University’s Student Engagement Monitoring Policy - providing communications, arranging follow up meetings with academic colleagues, and ensuring Student Support Plans (SSPs) are circulated as necessary
4. Checking and updating student data and information using University systems, including student registrations on programmes and modules. Communicating changes and providing information as required
5. Liaising with the Central and School Conferencing Teams regarding events bookings and supporting arrangements for post application visit days. Issue appropriate health and safety guidance for internal events, in particular for the Frederick Douglass Centre
6. Liaising with NU IT to ensure equipment is in place for new starters and ensure leavers equipment is returned. Report any IT defects/issues to NU IT service desk or AV
7. Liaise with University Security to report security issues and highlight these to the Facilities Manager/Head of Professional Services where appropriate
8. To action on behalf of the Facilities Manager the electronic stand-alone smartcard system for staff employed in the building and Business School students. You will be responsible for updating the schedules and the system on a regular basis and issuing guest cards when appropriate
9. Act as Fire warden, First Aider and Fire Evacuation Lift Operator for the building, undertaking the appropriate training when necessary. Liaise and support the School Safety Officer, Facilities Manager and safety staff with health and safety issues in the School
10. To work closely with colleagues/teams at School, University and Faculty level to deliver on the Business School strategy, ensuring alignment with the University’s strategies, policies, guidelines and approaches; share best practice in a service culture; and undertake joint planning with a commitment to change management in order to maximise impact and effectiveness
11. To carry out other duties, as defined by the line manager, which support the successful achievement of the Business School strategy. Occasional out of hours working may be required to support activities within the building
The Person (Essential)
Knowledge, Skills and Experience
12. Demonstrable work experience in a relevant role and/or comparable setting (Desirable)
13. Appreciation of the Standards for the conduct and output of the role
14. Ability to deal with difficult customer situations
15. Ability to cope with change in a dynamic environment
16. Good IT skills. Working knowledge of standard Microsoft software packages and be fully competent in Microsoft Excel, Word and Outlook
17. Ability to work independently, using your initiative as well as part of a team
18. Familiarity of work priorities
19. Clear communication, both orally and in writing, with good interpersonal skills
20. Have good planning, organisational and numeracy skills
21. Ability to apply relevant health and safety as well as other University policies and procedures relevant to the role
22. Willingness to work flexibly when required and agreed by line manager
Qualifications
23. Grades A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications, plus 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 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: 28320