Description
Main duties and responsibilities Provide administrative support to the Programme and Development Team, ensuring the efficient and effective operation of student sport and external/community programmes.
This includes identifying opportunities for process improvement. Independently manage bookings for facilities and events, process invoices and payments accurately, and address both routine and non-standard customer enquiries, developing solutions where necessary. Coordinate the administrative processes for all sports competitions, including team and individual entries, with a strong focus on British Universities and Colleges Sport (BUCS) leagues and events.
This includes ensuring adherence to deadlines, eligibility criteria, and proactively resolving complex entry issues. Take ownership of the scheduling and communication of fixtures, particularly for BUCS competitions, liaising effectively with relevant parties, securing appropriate facilities, and resolving scheduling conflicts independently.
Accurately record, analyse, and report on competition results, maintain detailed performance records and generate insightful reports with recommendations for improvement. Manage the administrative aspects of designated departmental events such as Varsity, Sports Awards, and Open Days, including budget oversight for administrative elements, stakeholder communication, and logistical problem-solving.
Provide administrative support to sports clubs and captains, managing tasks such as reimbursements, raising invoices, and resolving financial queries. 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 stakeholders.
Maintain accurate and comprehensive records of participants, ensuring eligibility for all relevant competitions, and address any eligibility concerns. Utilise sports administration software to manage and analyse data related to participants, competitions, and events, generating reports to inform decision-making. Actively foster positive working relationships with internal and external stakeholders, including BUCS representatives, National Governing Bodies, and other university departments, resolving issues and representing Sport & Physical Activity 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 University of Sheffield Open Days on behalf of Sport & Physical Activity, providing prospective students with comprehensive information and managing related administrative tasks. Demonstrate flexibility in working hours to support programme activities and occasionally manage administrative tasks outside of standard hours. .
Undertake other duties commensurate with the grade of the post.
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