Deputy Operations Manager (part time) (Newcastle, GB)

Salary: £31,236.00 - £34,610.00 per annum pro rata

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: 25 January 2026

The Role

As part of the newly established Corporate Affairs unit, we are looking to appoint an experienced administrator to join the Academic Hub Operations Team.

This role is available as permanent and part time at 60% FTE, 22.2 hours per week, which can be worked over 3-5 days. This role is office based with the option of blended working between campus and home.

You will work alongside a team of Operations Managers, Deputy Operations Managers and Administrators, responsible for the day to day running of all operations functions and processes within the Academic Hub including finance, HR/people processes, diary support, events and health and safety. Experience of working in Higher Education is preferred but not essential.

If you have a customer-focused attitude, excellent organisational skills and an ability to communicate effectively with a wide range of stakeholders, please contact Gail Moore [email protected] Head of Hub Operations, for a confidential conversation.

To apply please upload your CV along with a cover letter evidencing how your skills, knowledge and experience align with the person specification as outlined within job description.

Key Accountabilities

Manage the operations team so that they perform and meet operational targets effectively, developing new and appropriate skills to meet the demands of the service. This will include PDRs, training, workload allocation, recruitment and induction. To operationally manage designated aspects of the directorate’s administration, ensuring that relevant policies are followed, and that systems and processes are continuously reviewed and updated so that units are able to meet their strategic aims and objectives. To ensure an appropriate level of PA support is in place for the units, including the support of committee meetings as required. Support budget holders in the annual budget planning and forecasting cycle. Support the monitoring of unit budgets and oversee all aspects of operational financial management, including SAP transactions. Ensure that effective systems are in place for purchasing and payments across the directorate, including travel purchasing, seeking to streamline process where possible and ensure consistency across the units. To be the key point of contact for staff within units with regard to HR related matters, to manage and advise on all staff-related processes (e.g. recruitment and induction, resignations, contract renewals, annual leave, occupational health referrals, sickness management etc.) and ensure consistency across the directorate. Produce/co-ordinate the production of timely information for managers across the directorate, liaising with other departments, where necessary (e.g. sickness data, PDR statistics etc.). Lead on the management of office accommodation, space and equipment including furniture, system access etc. Oversee the directorate’s recruitment administration, coordinating directorate wide staff recruitment campaigns and induction process for new colleagues to ensure a warm and efficient welcome for new starters in the directorate. Ensure that the directorate is compliant with the Health and Safety management standard and that all related voluntary roles are filled, acting as School Safety Officer if required. To assist with the promotion of mechanisms for effective communication to ensure that there is good communication within the units. This includes: promoting and developing appropriate Teams sites, mailbases, shared drives and public folder facilities to maximise efficiency of information handling and promoting best practice; assisting with the development and maintenance of the unit websites, etc. Work with the University’s IT and Estates departments (NUIT and ESF) to ensure that the needs of the directorate are met, including office space, IT equipment and events spaces. Develop and maintain positive and effective relationships with key internal and external stakeholders. Deputise for the Operations Manager as and when required. Other duties may be allocated by the Heads of Unit and Head of Hub Operations.

The Person (Essential)

Knowledge, Skills and Experience

Demonstrable administrative experience ideally in a supervisory role. Preferably from an educational environment or a large organisation. Proven ability to understand, implement and communicate internal People and Finance processes and procedures. High level of organisational and time management skills and ability to manage multiple tasks simultaneously. Excellent communication skills - in both verbal and written communications to a wide range of audiences. Highly competent in the use of Microsoft Office. Proven ability of establishing, reviewing and monitoring administrative systems in an office environment. Experience of acting as secretary in meetings, producing agendas, minutes and following up actions. Experience of working with senior managers and a broad range of customers.

Attributes and Behaviour

A positive customer focussed attitude. Ability to work calmly and efficiently under pressure and to tight deadlines. The ability to deal with stakeholders and colleagues through negotiation and persuasion. Self-motivator with initiative and the ability to accept responsibility and prioritise own workload and meet deadlines. A passion to deliver an outstanding student experience.

Qualifications

Educated to A level with GCSE in maths and English grade A-C or substantial and broad experience acquired through job related vocational training and on the job 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 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: 28991