Operations Support Assistant

As Operations Support Assistant, you will work with the Team Support Manager and wider support team within Research, Partnerships & Innovation to support the smooth running of a range of operational activities including health and safety, staff recruitment and induction, estates and facilities management, purchasing and a range of administrative support responsibilities.
We are looking for an experienced and enthusiastic administrator who:
is motivated and proactive
works to a high level of accuracy
enjoys the challenge of a varied workload
excels at both following established processes and contributing to their continued improvement
The ability to maintain a confidential approach to information, documents and data is also
prerequisite for this post.
Main duties and responsibilities
Support the Team Support Manager as required with the coordination and administration of departmental processes related to HR, Finance and Health & Safety
Provide administrative support for recruitment activities, including job postings, application processing, interview coordination, pre-employment checks, onboarding, and maintaining recruitment records.
Prepare accurate requisitions, purchase orders, sales invoices etc. in accordance with the University's financial directives. Check and process staff and non-staff expense claims and purchasing card transactions.
Provide support to colleagues across the department to ensure compliance with requirements relating to Health and Safety; including checking training records, sending reminders, generating reports and dissemination of information.
Act as a DSE (Display Screen Equipment) Assessor for the team
Provide support as required across RPI in the event of absence/peaks in workload, including providing administrative support for events and conferences. This may include arranging meetings, room bookings, travel (both within the UK and overseas), hotel accommodation, coordinating AV equipment and catering etc.
Assist with the organisation of department wide events and activities as required.
Act as the departmental contact for building maintenance, liaising with Estates and Facilities Management, reporting faults using the EFM Self Service. Provide support to office moves as required, including arranging any maintenance required
Maintain and update the departmental asset register. This includes ensuring all assets are accurately labelled, PAT tested and stored correctly.
Support the dissemination of department-wide operational communications via email, maintaining the RPI Staff Hub [internal webpages] using CMS and coordinating the monthly RPI newsletter.
Undertake other activities as required to ensure that all administrative activities within the department are carried out in a timely and efficient manner, providing cover for colleagues in the support team.
Handle confidential information appropriately, adhering to the General Data Protection Regulation and University policies.
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 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
GCSEs at Grade C or above; including English and Maths (or equivalent)

Knowledge of standard office procedures through relevant qualifications, or work experience in an administrative role., Excellent IT literacy, including practical experience in the use of Microsoft Office and/or Google software, Excellent communication skills, both written and verbal with the ability to communicate effectively with a wide variety of people, Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries, Excellent team working skills, with the ability to work collaboratively and cooperatively with colleagues across the organisation., Excellent attention to detail and ability to work to a high level of accuracy., Proven experience of financial / purchasing administration procedures with the ability to maintain spreadsheets and process financial information.

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. Find out more about our (opens in a new window) and join us to become part of something special., 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.

£25,249 - £26,707 with potential to increase to £28,778 through sustained exceptional contribution
Work arrangement
Full-time
Line manager
Team Support Manager
Right to work in the UK, 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; integrated with our Professional Services Shared Skills Framework
A range of generous family-friendly policies
paid time off for parenting and caring emergencies
access to menopause support in the workplace
paid time off and support for fertility treatment
and more
More details can be found on our benefits page: (opens in a new window).
We are a (opens in a new window). 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.