Operations Support Assistant

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 (opens in a new window) and join us to become part of something special.

As Operations Support Assistant, you will work with the Team Support Manager and wider support team within Research, Partnerships & Innovation to support the smooth running of a range of operational activities including health and safety, staff recruitment and induction, estates and facilities management, purchasing and a range of administrative support responsibilities.

We are looking for an experienced and enthusiastic administrator who:

• is motivated and proactive
• works to a high level of accuracy
• enjoys the challenge of a varied workload
• excels at both following established processes and contributing to their continued improvement

The ability to maintain a confidential approach to information, documents and data is also prerequisite for this post.

• Support the Team Support Manager as required with the coordination and administration of departmental processes related to HR, Finance and Health & Safety
• Provide administrative support for recruitment activities, including job postings, application processing, interview coordination, pre-employment checks, onboarding, and maintaining recruitment records.
• Prepare accurate requisitions, purchase orders, sales invoices etc. in accordance with the University’s financial directives. Check and process staff and non-staff expense claims and purchasing card transactions.
• Provide support to colleagues across the department to ensure compliance with requirements relating to Health and Safety; including checking training records, sending reminders, generating reports and dissemination of information.
• Act as a DSE (Display Screen Equipment) Assessor for the team
• Provide support as required across RPI in the event of absence/peaks in workload, including providing administrative support for events and conferences. This may include arranging meetings, room bookings, travel (both within the UK and overseas), hotel accommodation, coordinating AV equipment and catering etc.
• Assist with the organisation of department wide events and activities as required.
• Act as the departmental contact for building maintenance, liaising with Estates and Facilities Management, reporting faults using the EFM Self Service. Provide support to office moves as required, including arranging any maintenance required
• Maintain and update the departmental asset register. This includes ensuring all assets are accurately labelled, PAT tested and stored correctly.
• Support the dissemination of department-wide operational communications via email, maintaining the RPI Staff Hub [internal webpages] using CMS and coordinating the monthly RPI newsletter.
• Undertake other activities as required to ensure that all administrative activities within the department are carried out in a timely and efficient manner, providing cover for colleagues in the support team.
• Handle confidential information appropriately, adhering to the General Data Protection Regulation and University policies.
• 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…