At a Glance
- Tasks: Manage room bookings and support events at the university.
- Company: Join a vibrant university team dedicated to excellent service.
- Benefits: 38 days annual leave, flexible working, and generous pension scheme.
- Other info: Enjoy a supportive environment with opportunities for personal development.
- Why this job: Be the go-to person for room bookings and make a difference in campus life.
- Qualifications: Good IT skills and ability to handle queries with tact.
The predicted salary is between 25000 - 30000 £ per year.
The Room Bookings Officer works within the Central Timetabling Team in IT Services to deliver a high-quality room booking service. The role involves acting as the first point of contact for booking queries, liaising with students, staff and external guests, maintaining room booking data within university systems, supporting room surveys, and identifying risks and refurbishment needs.
Main Duties and Responsibilities
- Act as the initial point of contact for University room bookings, including use of pooled spaces for non-teaching events (e.g., conferences) and support core business activities such as examinations, open days and senior management committees.
- Respond to queries from staff, students and external guests.
- Make, amend and cancel room bookings in accordance with University policies and processes.
- Liaise with the Students’ Union to support and monitor room bookings for student societies.
- Liaise with Security and other stakeholders regarding bookings subject to Prevent or Freedom of Speech legislation and external speakers.
- Maintain booking permissions for the online booking system and for CMISGO and Google Calendar systems to allow direct bookings.
- Maintain and manage the Pooled Room Directory website, including photos, 360 views and a comprehensive list of available features and equipment.
- Maintain room records, coordinate the annual teaching suitability survey and collaborate with the Senior Timetabling Officer to recommend refurbishments.
- Carry out other duties in line with the grade and remit of the post.
Person Specification
The University values a diverse community and encourages applicants whose experience may not match perfectly with the role to apply.
- Good IT skills and core suite of Google tools.
- Ability to deal tactfully with people at all levels and negotiate where necessary.
- Attention to detail and a high level of accuracy in data entry.
- Good organisational skills and ability to prioritise competing demands.
- Ability to work independently and proactively.
- Ability to manage own time effectively and manage conflicting demands at peak times.
- Ability to learn new technologies, techniques and best practice.
- Ability to be flexible and cover other team roles if needed.
- Desirable: Additional skills or experience.
Further Information
- Grade: 5
- Duration: 2 Year FTC
- Line manager: Senior Timetabling and Room Bookings Officer
- Direct reports: None
- Website: https://www.sheffield.ac.uk/it-services/about
- Informal enquiries: Vincenzo Silvestri, Senior Room Bookings Officer, v.silvestri@sheffield.ac.uk
- Recruitment process: Panel interview preceded by application and interview stages.
- Support available at it-services-recruitment@sheffield.ac.uk.
- Disability Confident Employer: If you have a disability and meet the essential criteria you will be invited to the next stage.
What We Offer
- A minimum of 38 days annual leave (including bank holiday) with the ability to purchase more.
- Flexible working possibilities, including hybrid arrangements.
- Generous pension scheme.
- Wide range of retail discounts and rewards.
- Staff networks for social interaction, peer support and personal development (e.g., Race Equality, LGBT+, Women’s and Parent’s networks).
- Recognition awards for staff who go above and beyond.
- Commitment to development through learning and mentoring schemes and family-friendly policies, including paid time off for parenting and caring emergencies, support for menopause, fertility treatment and more.
Closing date: 14/06/2026
Room Bookings Officer in Sheffield employer: The University of Sheffield
The University of Sheffield is an exceptional employer, offering a supportive and inclusive work environment that prioritises employee well-being and development. With generous benefits such as a minimum of 38 days annual leave, flexible working arrangements, and a commitment to personal growth through various staff networks and mentoring schemes, employees can thrive both professionally and personally. Located in a vibrant city, the role of Room Bookings Officer provides a unique opportunity to engage with a diverse community while contributing to the smooth operation of university events and activities.
Contact Details:
The University of Sheffield Recruitment Team
