WRDTP Operations Assistant in Sheffield

Responsibilities:

• Act as a point of contact for WRDTP enquiries and provide guidance to students, staff, and visitors, directing them as needed.
• Handle non-standard queries by collecting and assessing information to provide effective solutions.
• Support the administration of WRDTP training and update records, databases, filing systems, phone/email lists, committee terms of reference and membership lists, and assist with the organisation of the annual calendar of meetings and events.
• In liaison with the WRDTP Deputy Director for Training and Development, organise and co-ordinate the WRDTP Development Needs Analysis process, emailing research students and their supervisors with information about submissions, monitoring responses and chasing non-responders, collating information to report to the DTP Manager and Deputy Director of Training & Development and sharing responses with relevant stakeholders.
• Carry out travel and accommodation bookings for the WRDTP, ensuring that the University financial regulations are adhered to.
• Perform a variety of financial administrative tasks, including creating requisitions where appropriate, goods receipting, and coding purchasing cards.
• In collaboration with colleagues, plan and coordinate WRDTP training events, workshops and meetings to a high standard, managing logistical preparations, including booking rooms, online Zoom meetings, catering, taking minutes or notes.
• Maintain the WRDTP externally facing web pages, creating pages and layouts, monitoring information, and liaising with staff to ensure information is accurate and up to date; manage research student profiles and any other updates as required.
• Act as secretary to the WRDTP Postgraduate Research Committee and the WRDTP Link Administrators Team Meeting, including liaising with the chairs, creating and sharing Zoom links, sending agendas to attendees, booking rooms and catering, recording (online and in-person meetings), writing and sharing minutes.
• Provide administrative support for recruitment activities, including job postings, application processing, interview coordination, pre-employment checks, onboarding and maintaining recruitment records.
• Coordinate the bi-annual DTP Newsletter, including collating information from team members, using a MailChimp template to create the newsletter, disseminating to all relevant stakeholders (research students, supervisors, link admin, alumni) and sharing on LinkedIn.
• Manage the WRDTP’s LinkedIn account, creating a calendar of social media updates/posts covering all aspects of WRDTP activity, posting real-time updates, replying to all direct messages, comments and mentions, researching and reaching out to new potential followers.
• Alumni management including reaching out to alumni on LinkedIn, keeping the master database up to date with alumni information, creating alumni profiles on the website, monitoring the dedicated alumni shared inbox and responding to enquiries; provide organisational support to WRDTP alumni events.
• Provide support as required across the Professional Services team in key operational areas in the event of absence or peaks in workload.
• Proactively identify areas requiring further action to maintain excellent service delivery, ensuring adherence to quality standards, guidelines and procedures; raise issues with senior colleagues when necessary and contribute solutions to prevent recurrence.
• Carry out other duties commensurate with the grade and remit of the post.

Qualifications Assessment Stage:

• Five GCSEs at Grade C or above including Maths and English (or equivalent qualifications/experience).

Essential criteria:

• Experience providing high quality administrative and business support within a complex organisation.
• Excellent IT skills including knowledge of Microsoft Office and/or Google Drive.
• Excellent communication skills, both written and verbal.
• Ability to deal with difficult situations and conversations in a sensitive and confidential manner.
• Ability to work flexibly as part of a team and to show own initiative.
• Excellent organisational and time management skills.
• Ability to work effectively and accurately to deadlines.
• Ability to produce work to a high standard with attention to detail.
• Ability to remain calm and maintain high service standards whilst under pressure.
• Excellent customer service skills.
• Experience of working in the HE sector, ideally within an administrative/professional services setting.

Desirable criteria:

• Experience of working within an academic or research environment.
• Knowledge of academic management systems.
• Experience with social media management and event planning.

Benefits:

• 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.
• Commitment to development through learning and mentoring schemes; 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

Employment Details:

• Grade: 4
• Salary: £25,249 – £26,707 per annum pro-rata
• Work arrangement: Part-time, 14 hours, Monday and Tuesday; fixed-term until 30 November 2029
• Line manager: WRDTP Placements Manager
• Direct reports: None
• Website: wrdtp.ac.uk

EEO Statement:

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.

Contact:

For informal enquiries about this job contact Beth Crowston, WRDTP Placements Manager: b.crowston@sheffield.ac.uk