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
Campaigns and Alumni Relations (CAR) at the University of Sheffield is dedicated to inspiring alumni (former students) and supporters to make donations and volunteer their time. A gift to the University of Sheffield can change lives, from supporting students in financial need to furthering world‑leading research.
You will be joining a team that helps Sheffield’s graduates and supporters remain connected with the University through effective management of data held in our supporter CRM database. This role underpins all communications with the University’s alumni community and their ability to access a wide range of opportunities and events. It also plays a key role in our reporting, helping to drive data‑driven decision‑making across our programme of engagement and fundraising activities.
You will be responsible for data going into our supporter CRM database (currently Raisers Edge NXT). You should be well organised and keen to find the most efficient and effective ways of managing data. You will be a great team player, comfortable working in a small team and working independently. You will enjoy using your own initiative to support the activities of the wider office.
This post is a job share. You will be working with another part‑time Data Assistant covering the same responsibilities, working together to ensure the required work is delivered.
Main Duties and Responsibilities
* Update the supporter database (Raisers Edge) with complex personal information from a variety of data sources including paper and online questionnaires, web forms, data files and other sources.
* Ensure data is processed as efficiently as possible by choosing the most appropriate method of getting data into the database. Use advanced database tools and other software packages to support this (full training given).
* Work with the members of the Data and Gifts team and the wider CAR team to identify, prioritise and complete data cleaning projects.
* Respond to ad hoc queries from colleagues in CAR, Raisers Edge users in other departments and alumni.
* Manage and remove data in accordance with GDPR and data retention schedules.
* Recruit, train and supervise casual data entry staff. Ensure work is completed to the expected standard and timesheets are approved.
* 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 is 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
* 5 GCSEs at Grade A‑C (including English and Maths) or equivalent.
* Significant experience of data entry in a workplace environment.
* Experience of working with a CRM database.
* High level of accuracy and attention to detail.
* Experience of handling sensitive information in accordance with GDPR.
* Experience of working effectively both independently and in a team.
* Excellent organisation and time‑management skills.
* Ability to manage a varied workload with competing priorities, planning effectively to meet deadlines.
* Strong data manipulation skills.
* Experience of supervising people in a work or volunteering environment (desirable).
Further Information
Grade: 4
Salary: £25,249 per annum (pro‑rata) with the potential to progress to £28,778 through sustained exceptional contribution.
Work arrangement: Part‑time 0.8 FTE (28 hours)
Line manager: Data Officer
Direct reports: N/A
Our website:
https://sheffield.ac.uk/alumni
https://sheffield.ac.uk/alumni/welcome-car
For informal enquiries about this job contact
Laura Hounslea – l.hounslea@sheffield.ac.uk
Helen Rosbottom – h.rosbottom@sheffield.ac.uk
Next steps in the recruitment process
It is anticipated that the selection process will take place on 21 May 2026. This will consist of an interview, test and informal chat. We plan to let candidates know if they have progressed to the selection stage by 11 May. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Kirsty Duke on k.duke@sheffield.ac.uk or 0114 222 4515.
Our vision and strategic plan
We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision.
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; integrated with our 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 menopause.
o Paid time off and support for fertility treatment.
o and more.
More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits.
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: gov.uk/criminal-record-checks-apply-role. 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: sheffield.ac.uk/jobs/candidates.
Closing Date : 05/05/2026
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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