Office Administrator

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. Find out more about our benefits and join us to become part of something special.

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.

Stage(s) assessed at

• Educated to A-level (or equivalent experience)

• 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.

• 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…