The University of Sheffield

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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

As Business Administrator for Campus and Commercial Services, you will be an experienced, innovative and process driven individual, responsible for providing high quality administrative support to the Associate Director and department’s Management Team. Working within a busy operational office, you will be part of a dynamic administrative team, playing a crucial part in supporting the administration function within a large service area.

Applicants should be educated to GCSE standard or have equivalent administrative experience, possess a high level of English and Maths with the ability to communicate effectively, and have proven IT skills, including a working knowledge of Google Suite and Microsoft Office applications. Customer service skills, along with the ability to respond efficiently and professionally to a variety of enquiries are an essential requirement within this role. You will possess excellent organisational and time management skills, along with high attention to detail.

You will be responsible for servicing a number of meetings where duties include, liaison with various internal and external attendees, diary management, organisation of rooms and equipment, production and collation of a variety of meeting papers, and the taking of accurate and efficient minutes.

You will be required to support the Business Operations Manager in coordinating the department’s recruitment and selection processes, along with elements of procurement management, sickness absence recording and reporting, purchasing, and the processing of expenses.

Main Duties And Responsibilities

• Provide an efficient and professional administrative support service to the Associate Director of Campus and Commercial Services, and the wider department where required. This includes minute and note taking, correspondence and report writing and the production of spreadsheets and presentations.
• Handle various enquiries in accordance with Department and University customer service standards.
• Work to tight timescales determined by operational work streams, project-related deadlines and the academic year calendar.
• A central source for the department, providing the correct information and direction, along with the distribution of relevant communications.
• Being a central point of contact for the Associate Director of Campus and Commercial Services and the department’s Management Team, acting as intermediary by fielding communications and information, responding on their behalf where required.
• In a timely manner and to a high standard, create and accurately edit a wide range of documents based on specific instructions or general guidelines.
• Based on a general brief, collate material for inclusion in reports and presentations.
• Attend and service meetings for internal and external committees and groups. This includes, meeting and greeting attendees, preparing schedules and agendas, producing minutes and action logs, organising logistics, collating and disseminating papers, booking rooms, setting up conference calls and arranging hospitality provision and audio-visual equipment.
• Complex Diary management for the Associate Director of Campus and Commercial Services and members of the Management Team, making considered judgements inline with pre-scheduled commitments and resource demands.
• Liaise with external Board members, coordinating their diaries and availability.
• Collaborate with the Administration Team to ensure in person office cover is provided.
• Regularly review and monitor the efficiency and accuracy of current systems and processes, reporting concerns, improvements or suggestions for efficiencies to the Business Operations Manager.
• Contribute to continuous improvement and development of processes, systems, procedures, document management and proactive activity planning.
• Assist the Associate Director of Campus and Commercial Services and the wider team with various HR queries, acting as a recruiter, advising on matters relating to recruitment processes and various recruitment platforms.
• Have delegated authority to approve purchase orders inline with compliance to University Financial Directives and Regulations.
• Approve annual leave requests, ensuring minimum staffing levels are adhered to, and record on the relevant systems, where applicable.
• Record departmental sickness absences with the utmost accuracy, producing reports where required.
• Organise UK and International travel arrangements, processing expenses where needed.
• Any other duties supporting the departmental operational team, including events outside of standard working hours, such as Open Days, Charity and Social Network Events.
• Carry out other duties, commensurate with the grade and remit of the post.