Helpdesk Operator

Work Arrangement:
Full Time (On site)

Contract Type:
Permanent

Closing Date: 08/11/2026

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.

Working as a member of Estates & Facilities Management (EFM), you will provide high quality support to the EFM Helpdesk. The Helpdesk Team provides a central service for administering enquiries and requests for a number of prime functions between EFM and all other University Departments. This large team supports the University across the Campus.

Whilst the role will be based primarily in the Helpdesk offices it is essential to work collaboratively with other members of the administrative team and participate in general duties and cross-functional activities for the benefit of the department based in other areas. The main duties of this post include handling enquiries, inputting incoming jobs on the system and maintaining the Planon Facilities Management Database.

You will manage the issuing of keys to University staff and departments. You will also maintain and update both staff and student card access requests. You should have a proactive approach to work and a positive attitude to change and improvement showing commitment to Integrated Management System (IMS) principles.

Responsible for operating the EFM Helpdesk system, providing the link between Estates and all other University departments.

Respond to telephone calls and email from University departments.

Use the Planon system to log and check the status of maintenance requests and report the progress. Follow up the progress of jobs with EFM team members and external contractors.

Managing and operating the University key control system database and taking requests from departments for key/lock changes and replacements. Assess the technical requirements of lock types and arrange manufacture through external suppliers.

Responsible for the day to day administration of card access requests for buildings from designated requestors.

Manage approvals and authorisation for access requirements and configure door access requirements as directed by Project Managers and Departments.

Control emergency and holiday lockdown procedures for all card access doors.

Administer the Control of Contractors procedure in line with University requirements.

Produce weekly KPI figures based on the Helpdesk tasks.

Assist with the continuous management of systems to aid the organisation in the flow of work for the team, and liaise with team members, colleagues from other teams in EFM and the wider University to progress works.

Record information, create orders and produce reports on the Planon Facilities Management System for direct labour staff, contractors and colleagues.

Participate in the development and delivery of improvement initiatives within the framework of the EFM Integrated Management System (IMS).

Effective communication skills, at team, department and University level, including written and verbal including use of electronic mail.

As a member of our Professional staff you will be expected to demonstrate a commitment to the professional behaviours set out in the Sheffield Professional Framework. Please follow this link for further information:
Sheffield…