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

Contributing to the Estates & Facilities Management strategy, as an Administrative Coordinator, you will be responsible for providing a comprehensive administration support function across a large, diverse and complex department. Reporting to the Business Operations Manager, you will play a key role in management of personnel records for 550+ staff within Campus Services.   You will be required to liaise with a wide range of stakeholders from both EFM and the wider University, including students, staff, visitors and external suppliers.  The role requires excellent communication and interpersonal skills which will need to be applied consistently, face to face, via telephone and via email.  This role includes the use of various software applications and IT packages to create, update and maintain data, produce reports and communicate with stakeholders. You will be expected to work on your own initiative to meet set targets and will need to be able to change priorities based on business needs. A high level of attention to detail in addition to resilience and commitment to complete tasks accurately and to agreed deadlines is required.

Main duties and responsibilities

• Maintain accurate sickness absence and annual leave records. Data input and export to prepare information for monthly management reports and graphs. Regularly review and monitor the efficiency and accuracy of current systems and processes, reporting concerns, improvements or suggestions for efficiencies to the Business Operations Manager.
• Using E-Recruitment and Success Factors Recruiting platforms, perform a wide range of recruitment & selection activities from scope to appointment. These include launching internal and external advertising, scheduling interviews, contacting referees, facilitating interview exercises, processing right to work checks and liaising with panel members.
• Service various meetings by taking minutes or notes where required.
• Review regularly procured items and suppliers to ensure value for money and fit for purpose items are being purchased, reporting findings to the Business Operations Manager.
• Raise accurate internal and external purchasing requisitions and purchase orders for goods and services in accordance with the University’s Financial Directives.
• Manage the Departmental mailbox including regular liaison with the Facilities Management team to assist with out of hours staffing requests. Liaise with departments to establish their exact needs, quoting for Facilities resource provision, whilst maintaining departmental communications to enable timely recovery of fees.  Updating rotas and resource planning spreadsheets accurately.
• Provide general administrative support to Managers within the Department, utilising MS Office Suite, electronic calendar, Google platforms and other University systems and software for data input as required.
• Monitor and replenish office consumables and equipment, placing orders within a delegated budget and in accordance with the University’s Financial Directives. Check and goods receipt deliveries, authorise invoices for payment and deal with queries using SAP.
• Carry out visual inspections on purchased electrical items prior to distribution. Update the electronic equipment asset register with accurate information.
• Upon authorisation from the Business Operations Manager, the post holder has delegated responsibility to purchase goods and services by using a purchasing card.
• As a DSE Assessor, you are required to periodically check reports received and attend workstations to carry out the relevant assessment.
• Provide an excellent level of customer service at all times, ensuring that work conforms to agreed University standards, guidelines, and procedures.
• Undertake ad-hoc duties as directed by the Business Operations Manager, re-prioritising work dependent on urgency, importance, and deadlines. With supervision and training, be able to cover aspects of their role in order to provide cover in their absence.
• Maintain the Department’s online staff contacts list and circulate revised versions regularly.
• Ensure all records held are accurate and up to date, ensuring access and storage is in accordance with General Data Protection Regulations.
• 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

• Experience in a busy, operational environment (Application/Interview)
• Excellent communication skills, both written and verbal (Application/Interview)
• Ability to liaise with visitors, stakeholders and members of the public in a friendly and positive manner (Application/Interview)
• Established IT skills to include the use of Microsoft and Google packages (Application/Interview)
• Excellent customer service skills, with proven experience of dealing with a variety of customers within a large organisation (Application/Interview)
• Ability to respond efficiently and effectively to phone and email enquiries (Application/Interview)
• Excellent team working skills with the ability to work flexibly as part of a diverse team (Application/Interview)
• Ability to work to tight deadlines, with a high degree of accuracy and excellent organisation and prioritisation skills (Application/Interview)
• Awareness of the Data Protection Act to enable correct storage and appropriate handling of confidential data (Application/Interview)
• Flexible approach to work and the ability to prioritise own workload with the ability to use initiative to deal with issues which may arise, referring to senior managers where necessary (Application/Interview)
• The ability and willingness to identify opportunities for improvements, making suggestions to Line Manager (Application/Interview)
• Willingness to attend training sessions as required (Application/Interview)

Desirable criteria

• Experience in handling non-standard enquiries appropriately, whilst working within general guidelines (Application/Interview)

• Experience of ordering and purchasing (Application/Interview)

Further Information

Grade: 4

Salary: £24,900 - £26,338 per annum, pro rata.  Potential to progress to £28,381 per annum, pro rata, through sustained exceptional contribution.

Work arrangement: Part-Time: 17.5 hours per week (Monday to Wednesday).

Line manager: Business Operations Manager

Direct reports: None

Our website: https://www.sheffield.ac.uk/efm

For informal enquiries about this job contact Rachel Taylor, Business Operations Manager on r.taylor@sheffield.ac.uk.

Next steps in the recruitment process

It is anticipated that the selection process will take place on 15th July 2025. This will consist of an interview and IT exercise. We plan to let candidates know if they have progressed to the selection stage, on 9th July 2025. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Rachel Taylor, Business Operations Manager on r.taylor@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; 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.

Closing Date : 08/07/2025 

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.