Job Description
Job Title: Administrative Assistant
Posting Start Date: 21/08/2025
Job Id: 1415
School/Department: Student & Academic Services
Work Arrangement: Full Time (Hybrid)
Contract Type: Permanent
Salary per annum (£): 25, ,707
Closing Date: 04/09/2025
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.
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 team as an Administrative Assistant. This role is ideal for someone who is passionate about sports and excels in a setting that promotes initiative and collaboration.
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.
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
Substantial administrative experience, demonstrating increasing levels of responsibility, autonomy, and proactive problem-solving.
Essential
Application
Proven ability to support small to medium-scale projects and events, including planning, execution, and basic budget oversight.
Essential
Application/interview
Demonstrable experience in independently resolving complex administrative issues and implementing effective solutions.
Essential
Application/interview
Experience with data management, analysis, and generating reports to inform decision-making.
Essential
Application
Strong understanding of relevant regulations and policies, with the ability to interpret and apply them in non-standard situations.
Essential
Application/interview
Excellent stakeholder management and interpersonal skills, with the ability to build and maintain effective relationships with internal and external partners.
Essential
Application/interview
Proficient in the use of IT systems and software packages, including Microsoft or Google Suite.
Essential
Application/interview
Commitment to equal opportunities and inclusivity within a sporting environment, proactively addressing potential barriers.
Essential
Application/interview
Ability to maintain meticulous records, attention to detail, and a high degree of accuracy as required.
Essential
Application/interview
Experience of working within a sports administration environment, including in-depth knowledge of competition management.
Desirable
Application
Familiarity with British Universities and Colleges Sport (BUCS) regulations and procedures, including experience of navigating complex BUCS administrative tasks
Desirable
Application
Experience of using sports administration software.
Desirable
Application/interview
Further Information
Grade
4
Salary
£25,249 - £26,707 per annum, with potential to progress to £28,778 per annum
Work arrangement
Full-time
Line manager
Club & Performance Sport Manager
Our website
For informal enquiries about this job contact Greg Unwin, Programme & Development Manager: on or on
Next steps in the recruitment process
It is anticipated that the selection process will take place within 3 weeks of the closing date. This will consist of several methods which could include a task and interview. We plan to let candidates know if they have progressed to the selection stage on the week in the week followng the closing date. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Greg Unwin (please see above)
Our vision and strategic plan
We are the University of Sheffield. This is our vision: ().
What we offer
* A minimum of 38days 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; Professional Services Shared Skills Framework
* A range of generous family-friendly policies
* paid time off for parenting and caring emergencies
* support for those going through the menopause
* paid time off and support for fertility treatment
* and more
We are a Disability Confident Employer. 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.
Criminal record
A basic DBS check will be needed for this role. More details on the checks can be found on the Government website: (opens in a new window).
Possession of a criminal record is not an automatic bar to employment at the University of Sheffield. We recognise the value of steady employment in the rehabilitation process and examine each case in its own right. More information can be found on our Information for candidates page:- (opens in a new window).
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 ) 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.