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.

Within IT Services we are expanding our IT Asset Management team, reporting to the IT Asset manager within Service Operations and Governance. As the Software Asset Management Analyst, you will be responsible for managing and controlling IT software assets at the University. You will maintain the maintenance and support of accurate records of software assets including utilisation of subscriptions and services.

Main duties and responsibilities

• Supply up to date knowledge and understanding of licence agreements to colleagues within IT services
• Be responsible for maintaining accurate and comprehensive licence inventory for current usage and entitlements and associated documents
• Work with all stakeholders for software renewals processing, cost efficiency and compliance calculating
• Assist with software deployment and configuration
• Ensure software licences are recovered for redistribution
• Manage user management 3rd party vendor portals
• Educate users and promote licensing best practice
• Be responsible for ensuring that the IT Licence request queue and software licensing mailboxes are managed, and requests processed within relevant SLAs
• Provide regular reports to management as required
• Collaborate with wider internal teams inside and outside IT
• Support internal and external audits
• Maintain the Software Asset Register and renewals tracker
• Deputise for the IT Asset Manager when required
• 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

• Experience and understanding of software contracts, compliance, entitlements and licensing metrics
• Knowledge of relevant IT tools, systems, policies, legislation and quality standards
• Experience of working with and managing multiple suppliers
• Experience of using a Service Management tool (for example
• ServiceNow, TOPdesk, Ivanti)
• Experience using SAM tools for example Snow Licence manager, ServiceNow, Licence Dashboard
• Previous experience in Software Asset Management, working in HE or other large organisation
• Experience in managing software assets in a complex and diverse IT estate
• Excellent communication skills, both written and verbal, report writing skills
• Excellent analytical and technical skills
• Ability to assess and organise resources, and plan and progress work activities

Desirable criteria

• Technical Professional Registration in SAM or the willingness to work towards it.
• Experience of developing and maintaining a network of contacts throughout own work area
• Experience of adapting own skills to new circumstances

Further Information

Next steps in the recruitment process

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 41 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.

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.