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

The Campaigns and Alumni Relations Office (CAR) at the University of Sheffield is dedicated to inspiring alumni (former students) and supporters to make donations, as well as giving their time and expertise. A gift to the University of Sheffield can change lives, from supporting students in financial need to furthering world-leading research.

We’re looking for a confident and collaborative administrator to join us in this varied role supporting across all fundraising areas: Legacies (gifts in Wills), Individual Giving (mass fundraising), Community Fundraising (fundraising events) and Major Gifts (larger gifts from individuals) and Trusts and Foundations.

You’ll be a friendly and efficient first point of contact for donors and will assist the team with the wide range of fundraising we carry out. You’ll provide support to ensure the smooth planning and execution of fundraising activities, from helping to write impact reports and supporting community fundraisers, to sending digital communications.

You’ll be part of a small and highly motivated team. We require someone who is flexible and dynamic. Attention to detail and excellent relationship building, in addition to communication, time-management and customer service skills are all essential to the role. This post will provide a fantastic opportunity for someone wishing to gain experience in a broad range of activities within a busy, supporter-facing team.

This work will play a vital role in our ambitions to grow and sustain philanthropic giving to the University.

Main duties and responsibilities

• Provide effective administrative support for fundraising activities across teams to help the department promote philanthropy and support those wishing to donate to the University.
• Provide a main point of contact for fundraising queries and correspondence, by email, mail, on the phone and in person. Lead on the daily monitoring of fundraising email inboxes and phone queries, ensuring a quick and friendly response to provide the best possible supporter care.
• Lead on timely responses to expressions of interest for donating and leaving gifts in Wills. To include drafting standard and non-standard responses to different enquiries (individuals and solicitors).
• Support the Senior Philanthropy Manager in the administration of legacy case loads including adding appropriate information to the CRM database, Raiser's Edge. Assist with other legacy related activity including updating online obituaries, supporting events and communications across web, social and print.
• Support Trusts and Foundations fundraising, including research to identify prospective grant-makers, assisting with the drafting and proofreading of funding proposals, and accurately logging all submissions, deadlines, and pledge information on the CRM database (Raiser’s Edge).
• Provide effective and efficient administrative support for Community Fundraising activities. Including using JustGiving to identify new community fundraisers (welcoming, thanking and supporting them) and supporting community fundraising events, such as The Big Walk.
• Provide administrative support to assist with stewardship (thanking) of donors and legacy pledgers. Including sending thank you letters and mass emails; running monitoring reports; drafting impact reports for donors and assisting with donor visits such as scheduling, room booking and accompanying visitors on tours.
• Support the work of the department by recording data accurately on the CRM database (Raiser's Edge) ensuring all data is managed confidentially and in line with the GDPR.
• Collaboratively work with other members of CAR, including other assistants and administration staff, to ensure that all aspects of CAR are working smoothly and make suggestions to improve working processes as required. Provide back-up support during periods of leave or heavy workload.
• 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 written communication skills with a high level of attention to detail and ability to take on board feedback (assessed at application / interview / task)
• Excellent relationship building skills with an adaptable approach to working with a wide range of people including donors and prospective donors (assessed at application / interview)
• A passion for providing a high level of customer service, with experience of responding efficiently and effectively to phone and email enquiries (assessed at application / interview)
• Experience of working collaboratively and flexibly, as part of a team, and ability to work with colleagues from across teams and the wider organisation (assessed at application / interview)
• Ability to deliver an outstanding supporter experience whilst acting as an ambassador for the University (assessed at application / interview / task)
• A highly confidential approach to data handling including handling sensitive information with integrity and in accordance with data protection regulations and other legal requirements (assessed at application / interview)
• Excellent time management and organisational skills, with an ability to plan, prioritise and progress work activities (assessed at application / interview)
• A highly flexible approach to work and experience of adapting own skills to new circumstances (assessed at application / interview)

Desirable criteria

• An interest in fundraising (assessed at application / interview)
• Experience of working with customer relationship databases (CRM) such as Raiser’s Edge (assessed at application / interview)

Further Information

Grade: 4

Salary: £25,249 - £26,707 with the potential to progress to £28,778 through sustained exceptional contribution.

Work arrangement: Full-time - flexible arrangements considered

Duration: 12 month contract, starting August-September 2026

Line manager: Head of Individual Giving

Our website: www.sheffield.ac.uk/alumni/welcome-car

For informal enquiries about this job contact
Heather Clement, Head of Individual Giving: on h.c.clement@sheffield.ac.uk or on 0114 222 5594

Next steps in the recruitment process

It is anticipated that the selection process will take place the week commencing 20th July. This will consist of a formal interview and a task. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Heather Clement: on 0114 222 5594 or on h.c.clement@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; integrated with our 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.

Criminal record

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).

Closing Date : 12/07/2026 

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.