Business Administration Apprentice (2 posts)

Overview

You will support the work of the administration team across the Division of Population Health and Neuroscience (within the School of Medicine and Population Health) to assist the smooth running of the service for staff, students and visitors. As a core member of the operations team you will undertake a wide variety of administrative tasks and follow processes, as well as provide cover for our reception desk at times. As an apprentice, you will also engage in on and off-the- job learning and development activities.

You will have effective communication skills and good IT skills, be flexible and proactive in your approach, and be able to work collaboratively to provide excellent customer service. We are looking for someone who will have a real commitment to the role and their own development, excellent time management skills and who is able to work on their own initiative, working methodically and accurately to follow procedures and instructions.

Main Duties And Responsibilities

• First point of contact for Division enquiries (in various formats) from staff, students and visitors and respond effectively to enquiries, referring these to appropriate academic or professional services colleagues when necessary
• Support the Operations Manager on a variety of matters relating to estates and facilities management, for example, reporting faults and requesting portering services, registering telephone extensions for new starters and updating the staff directory, and administration of keys and swipe card access
• Assist with the maintenance of supplies and stationery stocks including reviewing stock levels and ordering items as directed
• Deal efficiently with all incoming and outgoing mail and deliveries
• Assist with processing finance claims (raising purchase orders and goods receipting)
• Ensure notice boards are kept up-to-date and display relevant information
• Assist with student attendance data entry at agreed points during the academic year
• Assist data management and records keeping in line with GDPR, filing confidential files as required and maintaining electronic records & databases including archiving where necessary
• Respond to requests for creating and formatting documents or correspondence and printing, copying, laminating and binding of paperwork and files
• Assist with the practical arrangements of events (room and catering bookings, sending invitations, producing name badges etc)
• Undertake relevant training and development as part of the apprenticeship programme
• Demonstrate commitment to professional behaviours as outlined in the Sheffield Professional Framework
• Carry out other duties, commensurate with the grade and remit of the post

Person Specification

Our diverse community recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Please reference the application criteria in your application statement.

• Essential GCSEs A*-C or 4-9 including English and Mathematics; self-motivated with a commitment to completing the apprenticeship and engaging in on- and off-the-job training
• Essential Good IT skills including Microsoft Office, Google Apps, email and internet
• Essential Excellent written and verbal communication, and ability to work with a diverse range of people
• Essential Awareness of handling confidential information in line with Data Protection legislation
• Essential Customer service skills, including responding efficiently to phone and email enquiries
• Essential Ability to work independently and as part of a team; ability to resolve problems and refer more complex issues to senior colleagues
• Essential Willingness to learn, follow procedures, prioritise and manage own workload with a flexible approach
• Essential Good time management and organisational skills; ability to work on own initiative

What We Offer

• A minimum of 38 days annual leave including bank holidays (pro rata) with the ability to purchase more
• Flexible working opportunities, including hybrid options
• Generous pension scheme and discounts on shopping, eating out and travel
• A range of staff networks and development opportunities
• Professional development through integrated skills frameworks and mentoring
• Family-friendly policies and support for parenting, caring, menopause, fertility and more

We are a Disability Confident Employer. If you have a disability and meet the essential criteria you will be invited to take part in the next stage of the selection process. Possession of a criminal record is not an automatic bar to employment; each case is considered on its own merits. More information can be found on our Information for candidates page.

Our vision and strategic plan: we are the University of Sheffield. Details at sheffield.ac.uk/vision.