The University of Sheffield
Senior Administrator (First Contact)
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Senior Administrator (First Contact)
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
The University of Sheffield’s Strategy includes a clear focus on student employability, with university-wide objectives to support the development of skills, graduate attributes, and access to work experiences. The Careers & Employability Service (CES) informs the strategy delivery plan to meet these objectives and coordinates the work to provide students with equitable access to opportunities to enhance their employability, career awareness and future outcomes.
The role of Senior Administrator (First Contact) sits within the CES Jobshop & First Contact team. The successful candidate will be joining a fast paced, student-facing team providing triage careers support, with additional responsibility for assisting students with their search for part-time work and other work experience both on and off campus. The postholder will provide direct support to students as well as high quality administrative support for various employability projects. This will include significant liaison with both students and employers. Therefore the ideal candidate will have excellent communication and interpersonal skills with a keen eye for detail and interest in working with colleagues to enhance student experiences and opportunities.
Main Duties And Responsibilities
Provide high level administrative and organisational support across all functions administered by the Student Jobshop and First Contact team. Provide excellent customer service and front line services to students, graduates and key stakeholders; dealing with enquiries in an efficient, friendly and professional manner, interpreting requirements, providing information and advice and/or signposting to further services as appropriate. Assist students in their search for jobs and placements and preparation for the workplace. Support the effective delivery of employability projects to students and employers, in line with university policy and guidelines, including monitoring compliance, and ensuring systems and records are efficiently maintained, accurate and up-to-date. Support the generation of part-time work with local employers through networking events, 1-1 meetings and proactive marketing, particularly focusing on jobs aligned with University courses Follow up with employers who have advertised vacancies through CES to find out the outcome and discuss future recruitment needs Support the team in organising and delivering activities and events such as the Part-time Jobs Fair and Inspiring Student Worker Awards Produce evaluations, reports and presentations relating to employability activities or events. Together with colleagues, proactively monitor and review processes and procedures and use feedback to ensure excellent customer service, identifying areas for improvement. Attend CES and University events such as Careers Fairs and Open Days to promote careers and employability provision, support for part-time work and other work experiences to students. Carry out other duties, commensurate with the grade and remit of the post.
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Person Specification
Our diverse community of staff and students recognises the unique abilities, backgrounds, and beliefs of all. We foster a culture where everyone feels they belong and is respected. Even if your past experience doesn't match perfectly with this role's criteria, your contribution is valuable, and we encourage you to apply. Please ensure that you reference the application criteria in the application statement when you apply.
Criteria
Essential Or Desirable
Stage(s) assessed at
Previous administrative experience within an office or reception environment, demonstrating the ability to provide excellent consistent customer service
Essential
Interview / Application
An understanding of employability support for HE students and graduates, and a particular interest in facilitating work experiences for students
Essential
Interview / Application
Competent IT skills with experience of business software, ideally Google Suite, plus social media for marketing and promotion activity
Essential
Interview / Application
Excellent interpersonal skills, including the ability to interact appropriately with people from a wide variety of cultures and backgrounds
Essential
Interview / Application
Effective time management skills - able to prioritise and progress a range of simultaneous projects and activities, and accommodate additional unscheduled tasks
Essential
Interview / Application
Ability to work independently, addressing issues as they arise, involving others and managers as appropriate
Essential
Interview / Application
Ability to work effectively within a team, maintaining positive relationships and supporting others
Essential
Interview / Application
Competent in managing records and following correct processes, with excellent attention to detail
Essential
Interview / Application
Ability to obtain and analyse data to evaluate activity, compile reports, and offer suggestions for process and service improvements
Essential
Interview / Application
Knowledge and understanding of current employment legislation and the local employment market.
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Desirable
Interview / Application
Further Information
Grade
5
Salary
£27,319 - 31,236 (pro rata)
Work arrangement
Part-time (0.7FTE)
Working pattern to be agreed
Line manager
Jobshop & First Contact Manager
Direct reports
N/A
Our website
https://sheffield.ac.uk/careers
For informal enquiries about this job contact Amy Gray, Jobshop & First Contact Manager: on a.gray@sheffield.ac.uk
Next steps in the recruitment process
It is anticipated that the selection process will take place on Wednesday 1st July. This will consist of an interview and short presentation. We plan to let candidates know if they have progressed to the selection stage on the week commencing 22nd June. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Kathryn Rooney on k.rooney@sheffield.ac.uk
Our vision and strategic plan
We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision (opens in new window).
What We Offer
A minimum of 38 days annual leave including bank holiday and closure days (pro rata) with the ability to purchase more. Flexible working opportunities, including hybrid working for some roles. Generous pension scheme. A wide range of discounts and rewards on shopping, eating out and travel. A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women’s and Parent’s networks). Recognition Awards to reward staff who go above and beyond in their role. A commitment to your development access to learning and mentoring schemes; integrated with our Professional Services Shared Skills Framework A range of generous family-friendly policies paid time off for parenting and caring emergencies access to menopause support in the workplace paid time off and support for fertility treatment and more More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits (opens in a new window).
We are a Disability Confident Leader (opens in a new window). If you have a disability and meet the essential criteria for this job you will be invited to take part in the next stage of the selection process.
Closing Date : 17/06/2026
We are a research university with a global reputation for excellence. Our ideas and expertise change the world for the better, making a real difference to society. We know that when people come together with different views, approaches and insights it can lead to richer, more creative and innovative teaching and research and the highest levels of student experience. Our University Vision (www.sheffield.ac.uk/vision) outlines our commitment to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone.
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