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

IT Services at the University of Sheffield provide a full range of complex IT and technology-enabled services that support education, research, workplace, corporate services and infrastructure enablers to all our staff and students. This large and highly innovative department is undergoing a significant amount of change as it establishes itself as a key enterprise IT partner that works across the University, with stakeholders and key partners to deliver enterprise-wide products and services in line with strategic aims.

You will work within the IT Services Business Support Team located within Service & Operations. We provide administrative and secretarial support to the rest of the department and the Executive Team.

Working as part of the team, you will be responsible for a wide range of administrative support duties such as receiving visitors to our reception desk, taking deliveries, arranging travel and accommodation for our staff, and recruitment and finance administration. You should possess excellent time management skills with a professional approach to customer service, and the ability to work within a multidisciplinary team focused on excellence in professional services support.

Main duties and responsibilities

• Work as part of the Business Support team to ensure the smooth running of the Department.
• Provide a professional, efficient and friendly service to all visitors to the department's Brunswick Street reception, and provide cover at our other reception as required.
• Receive telephone and email enquiries from staff, students and external suppliers/contractors.
• Assist with email requests received into the team ensuring these are administered within appropriate timescales.
• Answer calls promptly and politely, creating a positive and professional impression of the University and providing appropriate information and advice to callers, often helping determine who at the University callers need to liaise with.
• Using the University’s Finance systems and following budget approval, create and convert purchase orders, internal trade orders, invoice and undertake goods receipting on behalf of the department while ensuring compliance of the University’s Financial Regulations.
• Assist with the ordering and issuing of mobile devices for the University.
• Provide an effective recruitment service for the department, working alongside hiring managers, HR, applicants and the department’s external recruitment partner, following processes, and proposing service and process improvements.
• Adhering to legislative requirements within the recruitment process i.e. carrying out Eligibility to Work checks for interviewees.
• Provide clerical support for the department including booking training courses and conferences, arranging travel and accommodation, servicing meetings, provision of catering and stationary/equipment.
• Maintaining electronic diaries and shared inboxes.
• Undertake accurate and timely coding of purchasing card expenses for the department.
• When required, issue Ucards and MFA (multi-factor authentication) tokens both via post and in-person.
• As necessary, service meetings within the department.
• Monitor and replenish levels of stock following set ordering procedures.
• Accept and manage parcel deliveries, perform postal duties.
• As required, provide a first-class telephone and call answering service to all callers to the University’s switchboard, including members of the general public, staff and students.
• Update and maintain department records using MS Office, Google Apps and internal management information systems and databases.
• Use own initiative to provide an appropriate level of customer service whilst ensuring that work conforms to agreed quality standards, guidelines and procedures.
• Work with colleagues to improve processes and service delivery as relevant and within the scope of the role.
• Attend relevant training.
• Participate in the annual Staff Development and Review Scheme (SRDS) process.
• As a member of staff, you will be encouraged to make ethical decisions in your role, embedding the University sustainability strategy into your working activities wherever possible.
• 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.

Essential criteria

• Excellent IT skills including knowledge of Microsoft Office, Google Apps, email and the internet. Excellent typing/keyboard skills - Application / Interview / Test
• Previous experience within a customer focused environment, and experience of adapting own skills to new circumstances - Application / Interview / Test
• Previous administrative experience in an office/reception environment - Application / Interview
• Excellent communication and interpersonal skills, with a demonstrable patient, positive and can-do attitude - Application / Interview
• Excellent customer service skills, with experience of responding efficiently and effectively to enquiries by phone, email and in person. A professional and polite telephone manner - Application / Interview / Test
• Good understanding of the English language, both written and verbal, and a high level of numeracy and accuracy - Application / Interview / Test
• Ability to work effectively as part of a team, independently and using own initiative - Application / Interview / Test
• Ability to recognise where additional support is required within the team and to prioritise own work to meet deadlines - Application / Interview / Test
• Ability to develop creative approaches to problem solving, and a willingness to learn new skills and undertake training when required - Application / Interview / Test
• Ability to recognise when problems occur and to decide on the appropriate course of action or escalate to senior staff - Application / Interview / Test
• Excellent time management and organisational skills - Application / Interview / Test

Desirable criteria

• Experience of developing and maintaining a network of contacts throughout own work area - Application / Interview / Test

Further Information

Grade: 4

Salary: £24,900-£26,338 per annum 

Work arrangement: Full-time

Duration: Fixed-term contract until 30/04/2026

Line manager: Recruitment Co-ordinator

Direct reports: None

Our website: https://www.sheffield.ac.uk/it-services/about (opens in new window)

For informal enquiries about this job contact Heather Bamford, Business Support Manager on h.bamford@sheffield.ac.uk

Next steps in the recruitment process

The selection process will consist of a test activity and interview. We plan to let candidates know if they have progressed to the selection stage within two weeks of the closing date. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact it-services-recruitment@sheffield.ac.uk

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;
• 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.

Closing Date : 07/08/2025 

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.