Operations Coordinator

Overview

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 role supports the School's strategic objectives and enhances high‑quality education, research, and engagement.

Responsibilities

• Lead a team and ensure operational services are conducted effectively and with a commitment to efficiency and quality.
• Develop relationships with academic and professional service stakeholders across the School and Faculty, including the Executive Support Team, technical team, and Deputy Directors of Discipline.
• Deliver and manage a coordinated service to colleagues and students, planning and organising all aspects of support from the PS team.
• Recruit, lead, manage, and develop staff, propelling their professional development and allocating duties to prioritise operational effectiveness.
• Coordinate all relevant administrative tasks with the Executive Support Team, including HR functions such as recruitment, induction, absences, and performance reviews.
• Design and implement systems and processes for a high‑quality, efficient and effective service.
• Provide administrative support to colleagues, acting as a procurement and purchasing expert.
• Coordinate all space and estates work (excluding laboratory space), including office/desk allocations and building access for new and existing staff.
• Collaborate with the Communication and Events Team to coordinate events, conferences, guest lectures, seminar series, etc.
• Act as the senior local point of contact for query resolution across all areas of administrative support.
• Work closely with other schools, faculties, and the wider university to ensure alignment with the university’s strategies, policies, guidelines and approaches.
• Participate as part of a wider Faculty and unit team and perform other duties within the scope and general nature of the grade as required.

Qualifications and Experience

• A‑levels, BTEC Level 3 or equivalent.
• Significant relevant administrative experience, demonstrating development through progressively more demanding roles.
• Excellent numeracy and IT skills with experience of the Microsoft suite and confidence in analysing data from diverse sources.
• Strong interpersonal skills, including negotiating, influencing, relationship building and teamwork.
• Experience of leading and managing a team.
• Self‑motivated, proactive, creative, and flexible problem‑solving approach with a “can‑do” attitude.
• Experience establishing, reviewing, and monitoring administrative systems to improve efficiency.
• Excellent communication skills, both verbal and written, with the ability to tailor messages to appropriate audiences.
• High energy, commitment to customer service, and strong organisational and time‑management skills.
• Experience managing and training colleagues, assessing and managing risks, and adapting approaches as needed.
• Attributes and Behaviour
• Acts collaboratively, inclusively, transparently, and openly, acting with integrity and building high levels of trust.
• Encourages and supports a free flow of communication and information across own area and the wider university where appropriate.
• Sets priorities in conjunction with team and area objectives, quickly identifying important tasks and acting accordingly.
• Maintains an open mind to alternative ways of working and remains flexible in changing circumstances.
• Proactively anticipates and plans for potential problem areas or obstacles by assessing and managing risks.

Compensation and Benefits

Benefits include a generous holiday package, the opportunity to purchase additional leave, a strong pension scheme, and various health and wellbeing initiatives.

Equality, Diversity and Inclusion

Newcastle University is a global university that treats all individuals with dignity and respect.

As a University of Sanctuary, we provide a welcoming place of safety for all, including those fleeing violence and persecution.

We actively recruit, support and retain colleagues from all sectors of society, celebrating diversity and ensuring our workforce reflects the diversity of our community.

Newcastle University is an equal‑opportunity employer, holding a Gold Athena‑Swan award for gender equality, a Race Equality Charter Bronze award for tackling race inequality, and a Disability Confident status.

We are also a member of the Euraxess initiative supporting researchers in Europe.

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