Operations Support Officer

Main duties and responsibilities

• Support the Operations Manager and the Executive Assistant to the Head of School with coordination and administration of School processes related to HR and Finance (including resources, contract extensions, eligibility to work checks, monitoring of fixed term contract expiry, casual worker registration, workload planning, booking travel and goods receipting).
• Act as a point of contact for estates and facilities management issues including reporting of faults and building issues, arranging capital works, ordering furniture.
• Lead the organisation of School wide events and activities involving staff, students and visitors.
• Maintain school level information and records including webpages and handbooks.
• Serve School committee and staff meetings and diary management to SET members as required.
• Provide administrative support to the research ethics process for academic staff.
• Support senior staff to ensure compliance with Health and Safety, information management and security, checking training records, sending reminders, generating reports and disseminating information.
• Under direction of the Operations Manager, introduce new procedures, review and enhance existing procedures.
• Carry out travel and accommodation bookings for the School, ensuring University financial regulations are adhered to.
• Perform financial administrative tasks including creating requisitions, goods receipting and coding purchasing cards.
• Undertake other activities to ensure all administrative activities within the department are carried out timely and efficiently, providing cover for colleagues in the administrative team.
• Carry out other duties commensurate with the grade and remit of the post.

Inclusion and EEO Commitment

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 are respected. We encourage applicants even if past experience does not match perfectly with this role's criteria. We are a Disability Confident Employer; applicants with disabilities that meet essential criteria will be invited to interview.

Qualifications

1. 5 or more GCSEs grades A-C including English (or equivalent experience).
2. Excellent IT literacy, including practical experience with Microsoft Office and/or Google software.
3. Excellent communication skills, both written and verbal, with ability to communicate effectively with a wide variety of people.
4. Excellent customer service skills, with experience responding efficiently and effectively to phone and email enquiries.
5. Excellent organisation and time management skills.
6. Ability to work independently, addressing issues as they arise, involving senior colleagues as appropriate.
7. Excellent team working skills, collaborating and cooperatively with colleagues across the organisation.
8. Ability to adapt to rapidly changing demands, prioritise and work flexibly.
9. Ability to exercise confidentiality, tact and discretion.
10. Administrative experience within an office environment.
11. Ability to develop creative approaches to problem solving.

Benefits

• A minimum of 38 days annual leave, including bank holiday and closure days (pro rata), with the possibility to purchase more.
• Flexible working opportunities, including hybrid working for some roles.
• 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 (such as Race Equality, LGBT+, Women's and Parent's networks).
• Recognition awards to reward staff who go above and beyond.
• Commitment to development: access to learning and mentoring schemes; integrated with Academic Career Pathways and Professional Services Shared Skills Framework.
• Generous family friendly policies, including paid time off for parenting and caring emergencies, support for menopause, and support for fertility treatment.

The University of Sheffield welcomes applications from all capable individuals irrespective of gender, ethnicity, religion, disability, sexual orientation or any other status.