Office Administrator 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 (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.

We are seeking an Office Administrator 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. Along with other Administrators, the Office Administrator will provide a welcoming first point of contact for all students and applicants accessing DDSS. Administrators work closely with the team of Disability and Mental Health Advisers at DDSS to ensure that sensitive documentation and information flows efficiently and promptly to Advisers, to enable them to implement reasonable adjustments for disabled students.

The ideal candidate will possess excellent communication and teamwork skills, proven IT proficiency, and be adept at handling sensitive and confidential information in a fast‑paced environment. Excellent time management skills, along with the ability to work on a range of tasks in a timely and accurate way, are also essential.

• 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. raising purchase orders, processing of UKRI (UK Research & Innovation) DSA funding.
• Accurately record disability information and DSA funding on central University systems and a service‑specific database.
• Carry out other duties, commensurate with the grade and remit of the post.

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.

• Educated to A-level (or equivalent experience) - Essential – Application
• 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 - Essential – Interview / Application
• 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.
• Commitment to working flexibly, including prioritising urgent or unscheduled tasks and accommodating changes.
• Excellent written and verbal communication.
• Demonstrable digital literacy skills – proficient in the use of standard software (e.g. Microsoft Office) and Google applications (e.g. Google Drive, Google Calendar) – and 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.

Grade 4 Salary £25,249 to £26,707 (pro‑rata) Work Arrangement Part‑time, 18 hours a week, hybrid – with a minimum of 14 hours worked on campus. Line Manager Office Coordinator.

For informal enquiries about this job contact Mary Jacques, Office Coordinator: m.jacques@sheffield.ac.uk or 0114 222 1303.

It is anticipated that interviews will take place the week commencing 16 March 2026. This will consist of an interview and test. To assist with candidates’ preparation for the selection process, interview questions will be shared in advance via email to all shortlisted candidates. We plan to let candidates know if they have progressed to the selection stage during the week following 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 Mary Jacques, m.jacques@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.
• 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; integrated with our Professional Services Shared Skills Framework.
• 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.

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.

Closing Date: 25/02/2026.