Operations Assistant

School/Department:
Mechanical, Aerospace & Civil Engineering

Work Arrangement:
Full Time (Hybrid)

Contract Type:
Fixed-term

Closing Date: 22/09/2026

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.

The post holder will provide general administrative support for the School as part of the wider administration team, often as a first point of contact for queries which they will direct as necessary.

Providing assistance across a number of administrative functions, you will work in support of more senior staff in order to ensure the smooth running of the School. In addition, you will provide administrative support to school staff, for example in booking travel and making purchases.

The Operations Assistant will undertake a range of tasks in a range of areas including support for staff recruitment, financial administration tasks, and organising and supporting School events and meetings and keeping School information up to date . You will also play a key role in supporting senior staff in their work, for example by generating reports, inputting information and following up where needed.

• Act as a point of contact for School 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.
• Provide general admin support by maintaining and updating records, databases, filing systems, phone/email lists and committee terms of reference and membership lists and assisting with the organisation of the school's annual calendar of meetings and events.
• Carry out travel and accommodation bookings for the School, 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.
• Provide administrative support for recruitment activities, including job postings, application processing, interview coordination, pre-employment checks, onboarding, and maintaining recruitment records.
• In collaboration with colleagues, plan and coordinate School events, workshops, and meetings to a high standard. Manage logistical preparations, including booking rooms, catering, taking minutes or notes, organising parking and booking accommodations.
• Maintain the School's Staff Handbook and externally facing web pages, creating pages and layouts, monitoring information, and liaising with staff to ensure information is accurate and up to date.
• 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, updating door plates, and ordering keys.
• Support senior staff in ensuring the School's compliance with Health and Safety, Information Management, and Security requirements. Responsibilities include monitoring training records, sending reminders, generating reports, and distributing relevant information.
• Provide support as required across the Professional Services team in key operational areas in the event of absence/peaks in…