Operations Support Assistant in Sheffield

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, a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more.

As Operations Support Assistant, you will work with the Team Support Manager and wider support team within Research, Partnerships & Innovation to support the smooth running of a range of operational activities including health and safety, staff recruitment and induction, estates and facilities management, purchasing and a range of administrative support responsibilities.

We are looking for an experienced and enthusiastic administrator who:

• is motivated and proactive
• works to a high level of accuracy
• enjoys the challenge of a varied workload
• excels at both following established processes and contributing to their continued improvement

The ability to maintain a confidential approach to information, documents and data is also prerequisite for this post.

Main duties and responsibilities:

• Support the Team Support Manager as required with the coordination and administration of departmental processes related to HR, Finance and Health & Safety.
• Provide administrative support for recruitment activities, including job postings, application processing, interview coordination, pre-employment checks, onboarding, and maintaining recruitment records.
• Prepare accurate requisitions, purchase orders, sales invoices etc. in accordance with the University’s financial directives.
• Check and process staff and non-staff expense claims and purchasing card transactions.
• Provide support to colleagues across the department to ensure compliance with requirements relating to Health and Safety; including checking training records, sending reminders, generating reports and dissemination of information.
• Act as a DSE (Display Screen Equipment) Assessor for the team.
• Provide support as required across RPI in the event of absence/peaks in workload, including providing administrative support for events and conferences.
• Assist with the organisation of department wide events and activities as required.
• Act as the departmental contact for building maintenance, liaising with Estates and Facilities Management, reporting faults using the EFM Self Service.
• Provide support to office moves as required, including arranging any maintenance required.
• Maintain and update the departmental asset register.
• Support the dissemination of department-wide operational communications via email, maintaining the RPI Staff Hub using CMS and coordinating the monthly RPI newsletter.
• Undertake other activities as required to ensure that all administrative activities within the department are carried out in a timely and efficient manner, providing cover for colleagues in the support team.
• Handle confidential information appropriately, adhering to the General Data Protection Regulation and University policies.
• 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.

Criteria:

• GCSEs at Grade C or above; including English and Maths (or equivalent).
• Knowledge of standard office procedures through relevant qualifications, or work experience in an administrative role.
• Excellent IT literacy, including practical experience in the use of Microsoft Office and/or Google software.
• Excellent communication skills, both written and verbal with the ability to communicate effectively with a wide variety of people.
• Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries.
• Excellent team working skills, with the ability to work collaboratively and cooperatively with colleagues across the organisation.
• Excellent attention to detail and ability to work to a high level of accuracy.
• Ability to adapt to rapidly changing demands, be able to prioritise and to work flexibly.
• Proven experience of financial / purchasing administration procedures with the ability to maintain spreadsheets and process financial information.
• Experience of working in a large complex organisation.

Further Information:

Grade 4 £25,249 - £26,707 with potential to increase to £28,778 through sustained exceptional contribution.

Work arrangement: Full-time.

Line manager: Team Support Manager.

This role does not meet the criteria for Skilled Worker sponsorship under the UK Visa & Immigration points-based system.

For informal enquiries about this job, contact Sophie Fletcher, Team Support Manager: on sophie.fletcher@sheffield.ac.uk.

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. A wide range of discounts and rewards on shopping, eating out and travel.

We are a Disability Confident Leader. 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.