The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world-class university.

We offer a fantastic range of benefits including a highly competitive annual leave entitlement (with the ability to purchase more), a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more. Find out more about our benefits (opens in a new window) and join us to become part of something special.

Overview

You will support the work of the administration team across the Division of Population Health and Neuroscience (within the School of Medicine and Population Health) to assist the smooth running of the service for staff, students and visitors.

As a core member of the operations team you will undertake a wide variety of administrative tasks and follow processes, as well as provide cover for our reception desk at times. As an apprentice, you will also engage in on and off-the- job learning and development activities.

You will have effective communication skills and good IT skills, be flexible and proactive in your approach, and be able to work collaboratively to provide excellent customer service.

We are looking for someone who will have a real commitment to the role and their own development, excellent time management skills and who is able to work on their own initiative, working methodically and accurately to follow procedures and instructions.

Main duties and responsibilities

• First point of contact for Division enquiries (in various formats) from staff, students and visitors and respond effectively to enquiries, referring these to appropriate academic or professional services colleagues when necessary
• Support the Operations Manager on a variety of matters relating to estates and facilities management- for example, reporting faults and requesting portering services, registering telephone extensions for new starters and updating the staff directory, and administration of keys and swipe card access
• Assist with the maintenance of supplies and stationery stocks including reviewing stock levels and ordering items as directed
• Deal efficiently with all incoming and outgoing mail and deliveries
• Assist with processing finance claims (raising purchase order and goods receipting)
• Ensure notice boards are kept up-to-date and display relevant information
• Assist with student attendance data entry at agreed points during the academic year
• Assist data management and records keeping in line with GDPR, filing confidential files as required and maintaining electronic records & databases including archiving where necessary
• Respond to requests for creating & formatting documents or correspondence and printing, copying, laminating and binding of paperwork and files
• Assist with the practical arrangements of events (room and catering bookings, sending invitations, producing name badges etc)
• Undertake relevant training and development as part of the apprenticeship programme
• As a member of our Professional staff you will be expected to demonstrate a commitment to the professional behaviours set out in the Sheffield Professional Framework. Please follow this link for further information: Sheffield Professional Framework
• Carry out other duties, commensurate with the grade and remit of the post

Person Specification

Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Even if your past experience doesn't match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.

Further Information

Next steps in the recruitment process

It is anticipated that the selection process will take place on shortly after the advert closing date. We plan to let candidates know if they have progressed to the selection stage as soon as possible.  If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Sarah Jackson at s.l.jackson@sheffield.ac.uk or on 0114 215 9510

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision (opens in new window).

What we offer

• A minimum of 38 days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more.
• Flexible working opportunities, including hybrid working for some roles.
• Generous pension scheme.
• A wide range of discounts and rewards on shopping, eating out and travel.
• A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women’s and Parent’s networks).
• Recognition Awards to reward staff who go above and beyond in their role.
• A commitment to your development access to learning and mentoring schemes; integrated Professional Services Shared Skills Framework
• A range of generous family-friendly policies
  • paid time off for parenting and caring emergencies
  • support for those going through the menopause
  • paid time off and support for fertility treatment
  • and more

More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits (opens in a new window).

We are a Disability Confident Employer. If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.

Possession of a criminal record is not an automatic bar to employment at the University of Sheffield. We recognise the value of steady employment in the rehabilitation process and examine each case in its own right. More information can be found on our Information for candidates page:- sheffield.ac.uk/jobs/candidates (opens in a new window).

We are a research university with a global reputation for excellence. Our ideas and expertise change the world for the better, making a real difference to society. We know that when people come together with different views, approaches and insights it can lead to richer, more creative and innovative teaching and research and the highest levels of student experience. Our University Vision (www.sheffield.ac.uk/vision) outlines our commitment to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone.