The Role
Based within the NIHR Innovation Observatory this role will provide high quality administrative support across the operations team and senior leadership team to ensure smooth and efficient functioning of the centre. This includes ensuring document and records management, diary coordination, financial tracking and processing, assistance with operational and personnel record keeping. The role also supports continuous improvement through process documentation to provide evidence to support review and evaluation.
The post is full time, fixed term until 31 March 2031.
For informal enquiries please contact Dominic Lamb at
Key Accountabilities
1. Maintain and update operational files, folders, and shared drives to ensure accessibility and accuracy of documentation
2. Manage and update records relating to staff, contractors, suppliers, and resources
3. Support and document operational processes; assist in drafting, updating, and maintaining standard operating procedures (SOPs) and workflows
4. Handle routine financial administration, including POs, invoice processing, coding, spend tracking, and liaising with finance
5. Provide high-level administrative support to the Operations and Senior Leadership Teams (SLT), including correspondence, scheduling, travel arrangements, and reporting
6. Diary management and meeting coordination, including drafting agendas, preparing documentation, and taking minutes with proactive action tracking
7. Act as a point of contact for People Services and recruitment administration, including onboarding, PDR coordination, leave tracking, and sickness absence monitoring
8. Ensure effective communication and accurate information dissemination across internal stakeholders and external partners (e.g. NHS, NICE).
9. Contribute to office procedures (e.g. health & safety, GDPR, DSE assessments) and support Centre-wide administration where required.
10. Any other duties as required appropriate to the post
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 (Essential)
Knowledge, Skills and Experience
11. Proficiency in Microsoft Office (Office 365, Teams, Word, Excel, Outlook, PowerPoint); ability to quickly learn internal systems (e.g. SAP or equivalent finance systems)
12. Proven ability to maintain accurate records and data systems with attention to detail
13. Excellent organisational and planning skills; able to handle multiple tasks and priorities
14. Experience in financial processes including invoice processing, purchase orders, and expense tracking
15. Ability to take accurate minutes and produce clear, concise documentation to support effective Governance and decision making
16. Discretion in handling confidential or sensitive information, with a sound knowledge of GDPR
17. Experience in a similar administrative or operational role, ideally in a healthcare, academic, or public sector environment
18. Excellent organisational, interpersonal and communications skills, including the ability to triage queries and issues
19. Ability to use initiative and judgement to resolve problems independently, in the context of the wider team priorities
Attributes and Behaviour
20. Proactive, adaptable, and self-motivated with a “can-do” attitude
21. People orientated, collaborative and approachable
22. Able to remain calm under pressure and deal with competing demands
23. Demonstrates integrity, professionalism, and a commitment to high-quality service
24. Willingness to contribute beyond core duties to support overall Innovation Observatory goals
25. Demonstrates resilience to the demands of the role and pace of change
26. Adheres to all policies and processes of the Innovation Observatory
27. Actively promote an open flow of information and seeking to partner with external interest holders/stakeholders in all our activities
28. Value and seek out learning and development opportunities
29. Embrace creativity and valuing originality, seizing opportunities to learn and innovate
Qualifications
30. GCSEs (or equivalent) in English and Mathematics (Grade A-C) or A relevant vocational qualification or Substantial relevant work experience in administration or a comparable environment
Desirable
31. Experience working in a university, healthcare, or research setting
32. Training in health and safety (e.g. DSE Assessor, Fire Warden)
33. Project management experience
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: 29017