Administrative Assistant (Receptionist) in Sheffield

We are seeking an Administrative Assistant with a flexible and enthusiastic approach to work to join the Disability and Dyslexia Support Service (DDSS); a friendly and confidential service that supports disabled students and applicants, and the staff working with them. The Administrative Assistant will provide a welcoming first point of contact for students, applicants and staff accessing the DDSS reception desk and work closely with the team of Disability and Mental Health Advisers to ensure that sensitive documentation and information flows efficiently and promptly to Advisers, enabling them to implement reasonable adjustments for disabled students. The post holder will also provide general administrative support to facilitate the smooth running of the department.

Main duties and responsibilities:

• Provide a friendly and sensitive first point of contact to students and applicants via reception, email and phone, ensuring queries and information are triaged promptly and appropriately.
• Undertake administrative tasks to facilitate students accessing disability support – e.g. by requesting medical evidence and referring for diagnostic assessment.
• Process disability documentation such as diagnostic evidence and DSA (Disabled Students’ Allowances) funding information, ensuring that this is securely and efficiently entered into appropriate service workflows.
• Undertake other administrative tasks recommended by Disability/Mental Health Advisers to ensure the effective implementation of disability support adjustments for disabled students – e.g. arranging onward referrals for support.
• Undertake financial administration tasks – e.g. receipting of goods and services.
• Accurately record disability information and DSA funding on central University systems and a service‑specific database.
• Carry out general administrative duties including ordering stationery and supplies, maintain a welcoming reception area and arrange maintenance and repair work as necessary.
• 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.

Criteria:

• Excellent customer service skills with experience of working within a customer facing environment, including responding efficiently and effectively to face‑to‑face, phone and email enquiries.
• Ability to carry out effective administrative duties in a busy and sensitive customer care environment, including responding quickly and confidently to a range of complex enquiries from a diverse audience.
• Proven experience handling challenging, sensitive, or emotionally charged customer/student interactions with tact, patience, and diplomacy. Knowing when to escalate to colleagues.
• Commitment to working flexibly, including prioritising urgent or unscheduled tasks and accommodating changes.
• Demonstrable digital literacy skills – proficient in the use of standard software (e.g. Microsoft Office) and Google applications (e.g. Google Drive, Google Calendar).
• Ability to adapt quickly to using a range of in‑house systems to support effective administration.
• Ability to work as part of a team, whilst being willing and able to work independently and on own initiative.
• Ability to maintain information with a high degree of accuracy and attention to detail.

Benefits:

• A minimum of 38 days annual leave including bank holidays and closure days (pro‑rata) with the ability to purchase more.
• Flexible working opportunities, including hybrid working for some roles.
• 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, access to menopause support in the workplace, paid time off and support for fertility treatment and more.

We are a Disability Confident Leader.

Further Information:

• Grade: 3
• Work arrangement: Part‑time, 21 hours per week, Tuesday to Thursday. This role is campus based.
• Job ID: 2686
• Closing date: 29/06/2026
• School/Department: Student & Academic Services
• Contract type: Permanent