Business Support Administrator - Sheffield - University of Sheffield

Description

Job Description

Job Title: Business Support Administrator

Posting Start Date: 07/10/2025

Job Id: 1527

School/Department: Student & Academic Services

Work Arrangement: Full Time (Hybrid)

Contract Type: Permanent

Salary per annum (£): £25,249-£26,707

Closing Date: 30/10/2025

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

We are looking for a Business Support Administrator to play a key part in supporting senior staff in the department's Leadership Team and their areas of responsibility. This is a varied role and you will undertake a wide range of duties including diary management, meeting and project support and finance administration. You will primarily support the Head of the Academic Programmes Office, the Head of Apprenticeship Compliance and the Head of Apprenticeship Quality, but will be required to work across Student & Academic services.

You will become part of the Business Support Team; a dynamic, driven, and experienced team with a broad knowledge base and varied skill set. The team supports administrative, HR, health and safety and financial operations across a department of 400+ staff. We work together to maintain policies, processes, principles and standards and ensure consistency.

We are looking for someone with exceptional customer service skills, high attention to detail and a willingness to learn (these skills do not necessarily need to have been gained in an office environment). You should also possess excellent time management skills and the confidence to communicate with senior members of staff. This role requires someone with a positive attitude and a willingness to help out when needed.

Main duties and responsibilities

• Provide diary support for members of the department's extended leadership team.
• Arrange internal and external meetings, including room bookings, audio visual requirements, refreshments and support the distribution of meeting papers/documents.
• Carry out general administrative duties including creating and maintaining departmental documents using Google and Microsoft Office packages (i.e. Google Docs/Excel and other in-house systems), record keeping, photocopying, ordering stationery, electronic filing etc.
• Make travel and hospitality arrangements for staff.
• Provide support for departmental meetings including collating and distributing papers, accurate note taking and subsequent write up - ensuring timely follow-up of actions from meetings are received.
• Respond to routine and non-standard enquiries from senior members of staff.
• Support day-to-day financial management including placing orders, preparing purchase orders/invoices and reconciling Barclaycard transactions in compliance with University regulations.
• Support the management of the department's physical estate including reporting building faults and following up with suppliers.
• Collate and compile the monthly internal staff newsletter, liaising with staff across the department to source content and input this into the newsletter software.
• Support the accurate recording of apprentices on central University systems, including admissions and registration processes.
• Assist with the maintenance and ongoing accuracy of apprentice records on the Central Apprenticeship Hub Management Information System (MIS).
• Support other members of the Business Support Team with the day to day running of the office and provide appropriate cover for others as required.
• As a member of staff you will be encouraged to make ethical decisions in your role, embedding the University sustainability strategy into your working activities wherever possible.
• 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

Five GCSEs at Grade C/4 including Maths and English.

Essential

Application

Proven IT skills including knowledge and experience of using email, Microsoft Office and/or Google apps.

Essential

Application/Test

Previous experience within a customer focused environment with experience of responding efficiently and effectively to enquiries.

Essential

Application /

Interview

Ability to use your initiative to find creative solutions to varying demands.

Essential

Application/Test

Strong communication skills, both written and verbal.

Essential

Application /

Interview

Good attention to detail, with a proven ability to spot numerical discrepancies and work with data, reports and financial documents.

Essential

Application/Test

Ability to recognise where additional support is required within the team and to prioritise own work to meet deadlines.

Essential

Application/Test

Ability to deal with documents or information of a sensitive and confidential nature.

Essential

Application /

Interview

A willingness to learn new skills and undertake training when required.

Essential

Interview

Previous administrative experience in an office environment.

Desirable

Application

Experience of the University's systems (e.g. uBase, myPurchase and Google Calendar).

Desirable

Application

Further Information

Grade

4

Salary

£25,249-£26,707 with potential to progress to £28,778

Work arrangement

Full-time. 35 hours per week.

Line manager

Senior Business Support Officer / PA

Direct reports

None

Our website

For informal enquiries about this job contact Kathryn Rooney, Business Support Team Leader: on

Next steps in the recruitment process

It is anticipated that the selection process will take place on 10th October 2025. This will consist of an interview and a test. We plan to let candidates know if they have progressed to the selection stage on the week commencing the 6th October 2025. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact:

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; integrated with our 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.

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.