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- Tasks: Provide frontline support and manage administrative tasks for a busy student service.
- Company: Join the University of Sheffield, a globally recognised research institution.
- Benefits: Enjoy generous leave, flexible working, and discounts on shopping and dining.
- Why this job: Make a real difference in students' lives while developing your skills.
- Qualifications: GCSE level education and experience in customer service are essential.
- Other info: Part-time role with excellent career development opportunities.
The predicted salary is between 23742 - 24685 £ per year.
Overview
The University of Sheffield is seeking a Service Support Assistant to provide effective frontline support for a busy student-facing service. The role includes reception duties on a rota basis, along with a range of administrative tasks that support students and the service, such as responding to email and phone queries, booking appointments, processing online registrations and self-referral forms, and managing a client appointment diary. The post requires an assured team player who can manage time to ensure the service and reception remain responsive for a growing client base. A flexible, confident and enthusiastic approach, good interpersonal skills, and strong data processing accuracy are essential. Strong IT skills are important.
Salary and benefits The University of Sheffield provides a base pay range as described by the university, with actual pay based on skills and experience. Benefits include generous annual leave, a pensions scheme, flexible working opportunities, development and wellbeing support, employee discounts, and more. Details are provided by the university and discussed with the recruiter.
Main Duties And Responsibilities
- Take ownership of a range of administrative functions on a daily basis including processing new client registrations, self-referral forms, answering telephone and email enquiries, sending text reminders, offering appointments and checking attendance, including reception work on a rotational basis.
- Provide responsive, effective and caring frontline customer care support.
- Efficiently manage and maintain a complex online client appointment diary to support new and existing clients.
- Ensure client data is kept securely and confidentially in accordance with data protection guidelines.
- Input, update and maintain data in service diaries and databases with accuracy.
- Provide an effective service to new and returning clients, who may be distressed, putting them at ease through professional communications.
- Maintain a professional and personable attitude regarding client management and communications on behalf of the service.
- Minute take at regular staff meetings.
- Complete routine financial administrative tasks such as goods receipting and payment card coding.
- Provide robust gatekeeping to the Service.
- Produce data reports as required to inform strategic decision-making for the service.
- Provide administrative support for student groups, workshops and service events.
- Make informed decisions based on knowledge of the work and seek advice from colleagues when necessary.
- Identify ways to continually improve the delivery and effectiveness of the Service.
- Work evenings when required to support late opening of the service.
- Carry out other duties commensurate with the grade and remit of the post.
Person Specification
Our diverse community recognises unique abilities and backgrounds. We foster a culture where everyone belongs and is respected. If your past experience doesn’t match perfectly, your contribution is valuable and you are encouraged to apply. Please reference the application criteria in your application statement.
- Educated to GCSE level (or equivalent experience) – Essential
- Experience of working within a reception or customer service environment – Essential
- Ability to carry out effective administrative duties in a busy, sensitive customer care environment and respond promptly to complex enquiries – Essential
- Ability to use electronic databases and client management/diary systems with accurate data recording – Essential
- Commitment to flexible working, prioritising urgent tasks and adapting to changes – Essential
- Good interpersonal and sensitive communication skills – Essential
- Good IT skills with business software and digital media capabilities – Essential
- Experience working in a team and on own initiative – Essential
- Ability to liaise professionally with a wide range of internal and external services with confidentiality – Essential
- Demonstrated commitment to cultural awareness and working with a diverse population – Essential
- Experience in assisting with events, workshops or campaigns – Desirable
- Experience in a mental health setting (NHS, GP or Education) – Desirable
Further Information
Grade: 3
Salary: £23,742-£24,685 (pro-rata), with potential to progress to £25,804 through sustained exceptional contribution
Work arrangement: Part-time, 28 hours per week (must include Mondays)
Line manager: Office Manager, supervised by Service Support & Operations Officer
Direct reports: N/A
Our website: https://sheffield.ac.uk/study/support
Enquiries: For informal enquiries about this job contact Andre Nunn, Office Manager: a.nunn@sheffield.ac.uk
Next steps in the recruitment process: Selection anticipated mid-October 2025, comprising an interview and a test. If you need any support, equipment or adjustments to participate in any element of the recruitment process, contact Andre Nunn via email at a.nunn@sheffield.ac.uk.
Our vision and strategic plan: We are the University of Sheffield. Visit sheffield.ac.uk/vision (opens in a new window).
Benefits Highlights
- A minimum of 38 days annual leave (pro rata) with the option to purchase more
- Flexible working opportunities, including hybrid arrangements
- Generous pension scheme
- Discounts and rewards on shopping, dining and travel
- Staff networks for development and inclusion
- Recognition awards and development opportunities
- Family-friendly policies and related support
More details are available on the 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, you will be invited to the next stage of the selection process.
We are a research university with a global reputation for excellence. Our vision outlines our commitment to a diverse community of staff and students. For more details, see our Vision page: sheffield.ac.uk/vision.
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Service Support Assistant employer: The University of Sheffield
Contact Detail:
The University of Sheffield Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Service Support Assistant
✨Tip Number 1
Get to know the University of Sheffield inside out! Familiarise yourself with their services and values so you can chat confidently about how you fit in. This will show them you're genuinely interested and ready to contribute.
✨Tip Number 2
Practice your communication skills! Since this role is all about frontline support, being able to handle queries smoothly is key. Try role-playing common scenarios with a friend to boost your confidence.
✨Tip Number 3
Don’t underestimate the power of networking! Reach out to current or former employees on LinkedIn. They can give you insider tips and maybe even put in a good word for you!
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re tech-savvy and know how to navigate online systems, which is a big plus for this role.
We think you need these skills to ace Service Support Assistant
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your application to highlight how your skills and experiences match the role of Service Support Assistant. Use keywords from the job description to show that you understand what we're looking for.
Show Off Your Interpersonal Skills: Since this role involves a lot of customer interaction, don’t forget to showcase your interpersonal skills. Share examples of how you've effectively communicated with clients or handled sensitive situations in the past.
Be Clear and Concise: When writing your application, keep it clear and to the point. We appreciate well-structured responses that get straight to the heart of your experience and how it relates to the job.
Apply Through Our Website: We encourage you to apply through our website for a smoother process. It’s the best way to ensure your application gets to us directly and is considered promptly!
How to prepare for a job interview at The University of Sheffield
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of a Service Support Assistant. Familiarise yourself with tasks like managing client appointments and handling enquiries. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Showcase Your Interpersonal Skills
Since this role involves frontline customer care, be prepared to discuss your experience in dealing with clients, especially in sensitive situations. Share specific examples where you've successfully communicated or resolved issues, highlighting your ability to put people at ease.
✨Demonstrate Your IT Proficiency
The job requires strong IT skills, so be ready to talk about your experience with electronic databases and client management systems. If you have any relevant examples of how you've used technology to improve efficiency or accuracy, make sure to mention them!
✨Prepare for Scenario Questions
Expect questions that assess your problem-solving abilities in a busy environment. Think of scenarios where you had to prioritise tasks or adapt to changes quickly. Practising these responses will help you feel more confident during the interview.