Administrative Assistant; Sport & Physical Activity

Position: Administrative Assistant (Sport & Physical Activity)

Administrative Assistant (Sport & Physical Activity)

Posting

Start Date:

04/11/2026 Job  School/Department:
Student & Academic Services Work Arrangement:
Full Time (Hybrid) Contract Type:
Permanent Salary per annum (£): £25,754 - £27,241 Closing Date: 22/11/2026

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.

Overview

Are you seeking an outstanding opportunity to work in a dynamic and encouraging environment? At the University of Sheffield, we are looking for an enthusiastic and proactive individual to join our Programme and Development (P&D) team as an Administrative Assistant. This role is ideal for someone who is passionate about sport and flourishes in a setting that promotes initiative and collaboration.

Main

duties and responsibilities

• Offer administrative support to the P&D Team, helping maintain the efficient and effective running of student sport and external/community programmes. This involves seeking ways to improve processes.
• Independently handle bookings for facilities and events, process invoices and payments accurately, and address both routine and non-standard customer enquiries, developing solutions where vital.
• Coordinate the administrative procedures for all sports competitions, including team and individual registrations, with a strong emphasis on British Universities and Colleges Sport (BUCS) leagues and events. This involves ensuring deadlines are met, eligibility requirements are fulfilled, and addressing sophisticated entry challenges proactively.
• Take ownership of the scheduling and communication of fixtures, particularly for BUCS competitions, collaborating closely and effectively with relevant parties, securing appropriate facilities, and resolving scheduling challenges independently.
• Accurately record, analyse, and report on competition results, maintain detailed performance records and generate insightful reports with recommendations for improvement.
• Lead the administrative aspects of designated departmental events such as Varsity, Sports Awards, and Open Days, including budget oversight for administrative elements, collaborator communication, and logistical problem-solving.
• Offer administrative assistance to sports clubs and captains, handling responsibilities like reimbursements, issuing invoices, and addressing financial questions.
• Serve as a key point of contact for all enquiries related to sports programmes, providing comprehensive information and independently resolving non-standard issues. Disseminate important information effectively to all collaborators.
• Maintain accurate and comprehensive records of participants, ensuring eligibility for all relevant competitions, and address any eligibility concerns.
• Utilise sports administration software to handle and analyse data related to participants, competitions, and events, generating reports to advise decision‑making.
• Actively cultivate positive working relationships with internal and external collaborators, including BUCS representatives, National Governing Bodies, and other university departments. Address issues and represent our team effectively.
• Follow relevant regulations and policies, including those specific to BUCS and the university. Contribute to the review and development of internal administrative procedures.
• Contribute to a culture of innovation and continuous improvement within the team by identifying and implementing more efficient administrative processes.
• Support Open Days by representing our team, providing detailed information to prospective students and running related administrative tasks.
• Demonstrate flexibility in working hours to support programme activities and occasionally manage administrative tasks outside of standard hours.
• Carry out other duties, commensurate with the grade and remit of the post.

Person Specification

Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We champion a culture where everyone feels they belong and are…