The University of Sheffield
Pay range: £27,319 - £31,236. Actual pay will be based on skills and experience.
Overview
The Technical Support Officer (TSO) provides dedicated support to the Engineering & Maintenance team based in the Department of Estates & Facilities Management. In this role you will deal with enquiries from staff throughout the University as well as contractors and external stakeholders. You will ideally have experience of working in an Estates or commercially based environment. Effective communication skills are essential, both written and verbal, to provide excellent customer service and to collaborate with colleagues to deliver proactive support within a busy environment. You will possess excellent IT literacy, including the use of both Google and Microsoft Office applications and a willingness to learn and use the University’s systems such as Planon and SAP. The role will focus upon ensuring good quality management information is available to allow the team, the wider EFM and its customers to make sound informed decisions, and you will be responsible for presenting this data in a simple, unambiguous form that is readily and easily available. You will support the team in their delivery of special projects, through inception to completion and into operation. For example, co‑ordinating the development and implementation of an Integrated Management System. The role will also require knowledge of financial procedures, the ability to handle numerical data and excellent written and verbal communication skills.
Main Duties And Responsibilities
* Provide technical administrative support to ensure the E&M Team operates efficiently and effectively.
* Liaise with E&M staff and other teams within EFM, as well as the wider University to assist with continuous development, management and review of technical systems and processes to aid the organisation of the flow of work for the team.
* Identify the need for and produce management reports, presenting them in an easy‑to‑read format.
* Act as point of contact for, and provide effective communication to, both external and internal stakeholders for general information and queries and updates regarding works being carried out by the E&M team.
* Use the Planon Facilities Management System and the University’s SAP finance system to raise requisitions and orders for goods and services and prepare reports, highlighting issues where appropriate. Liaise closely with the Finance Team to assist with financial administration.
* Provide support to maintenance projects by undertaking elements such as signage, ordering equipment, project boards, etc.
* Develop and implement Team Process Manual.
* Assist the Team with planning and organising activities to ensure planned objectives are met, using the Planon Facilities Management system.
* Assist Managers with the completion and distribution of permits.
* Ensure that staff training records are kept on the departmental training database.
* Provide support for the preparation and execution of EFM representation at internal and external events.
* Work to tight deadlines and be aware of, and plan for, busy periods within the team.
* Plan, prioritise and organise workload on a daily and monthly basis, and re‑prioritise in order to deal with incoming tasks.
* Circulate post and mail.
* As a member of our Professional staff you will be expected to demonstrate a commitment to the professional behaviours set out in the Sheffield Professional Framework.
* Carry out other duties, commensurate with the grade and remit 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 are respected. Even if your past experience doesnt match perfectly with this roles 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
* Educated to GCSE level (or equivalent qualifications or experience).
* Proficient in the use of IT software and systems (e.g., Google Workspace, MS Office) and willingness to learn University specific systems such as Planon Facilities Management System and SAP.
* Effective communication and customer service skills, with the ability to respond efficiently to requests from a wide variety of sources, in person, by telephone and email.
* Knowledge of relevant policies, legislation and quality standards including health & safety and statutory compliance.
* Experience of providing effective technical administration support to a large, multidisciplinary team.
* Experience of University financial procedures with knowledge of financial regulations and experience of processing financial transactions.
* Ability to assess and prioritise tasks, working to strict deadlines, organising resources, and analysing and solving problems with an appreciation of longer‑term implications.
* Ability to prepare reports and present data using a variety of styles, demonstrating excellent attention to detail.
Desirable
* Experience of working in a higher education environment.
Salaries and Working Details
Grade: 5
Salary: £27,319 - £31,236
Work arrangement: Full Time
Duration: Permanent
Line manager: Helpdesk and Systems Operations Manager
Direct reports: None
Location: Sheffield, England, United Kingdom
Benefits – 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 (e.g., 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:
o paid time off for parenting and caring emergencies
o support for those going through the menopause
o paid time off and support for fertility treatment
o 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.
Contact and Recruitment Process
For informal enquiries about this job contact Jodie Finlay, Helpdesk and Systems Operations Manager, at j.e.finlay@sheffield.ac.uk. The selection process will consist of an interview. Candidates will be notified of progression within 2 weeks of the closing date. For support or adjustments in the recruitment process, contact admin-engmain@sheffield.ac.uk.
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