About
The
Job.
Department of Archaeology
Faculty of Arts and Humanities
Student Liaison & Departmental
Support Assistant
About
The
Job.
Pursue the extraordinary
Overview
About the Department
The Faculty of Arts and Humanities is committed to contributing to the knowledge and
understanding of arts and humanities through excellence in research and teaching. We aim
to attract high calibre students and offer them a first class higher education.
The Department of Archaeology is one of the largest in the country and is highly regarded
for its teaching and research. Based in premises on West Street, the Department offers a
range of undergraduate and postgraduate programmes combining scientific and arts based
approaches, and is at the forefront of archaeological research.
Job Role
The post is based in the Department of Archaeology within a new busy student-facing office
environment.
The post-holder will act as a focal point for student enquiries in the
Department of Archaeology and assist academic and other support staff in enhancing the
student experience. You will work as a core member of the team, providing support to other
members of the administrative team and academic colleagues as well as enquiry support to
students on the reception desk. You will also provide support for key processes that assist
the smooth delivery of teaching and learning for the University’s student population.
This is a new role in a rapidly changing environment, and will require an adaptable,
enthusiastic and forward thinking approach with excellent communication and
organisational skills, and an ability to work collaboratively with administrative and academic
staff to provide excellent services to students. We are looking for candidates who have a real
commitment to their role, and who have a good track record of being able to work on their
own initiative and have good attention to detail.
Job Description
Main Duties and Responsibilities

Act as the initial point of contact within the Department of Archaeology for students,
external visitors and potential students on the reception/enquiry desk and on the phone,
and deal with pre application enquiries.

Provide assistance and information to students (including assisting students with the
hand in process via Turnitin) whilst judging when, and who else, to involve.

Support the delivery of events, including open days, student recruitment activities,
ceremonies, intro week events and Careers Workshops.

Make appropriate arrangements for visitors to the Department including arranging
parking

To collate and distribute information both within the Department and to external people
including Staff Office Hours and Research days, lectures and seminars, research seminar
posters, and advertise via MOLE and the Faculty of Arts events calendar, and to act as the
Department’s rep/editor on the Faculty Newsletter working with other Faculty staff.


Online filing of enquiries via the Customer Relationship Management (CRM) system.
Maintain the departments Post Graduate Taught Student Attendance Monitoring
system.

Work as part of a team to ensure the smooth running of the Department including
undertaking administrative work, working on the reception desk, filing, photocopying
and archiving material as required as well as working with the team to improve student
satisfaction.

Act as the contact point for circulation of emails to students/staff and to update and
maintain central distribution lists.

Maintain stationary stocks including reviewing stock levels, ordering and goods
receipting items via the SAP finance system when appropriate.

Distribute assessed work to External Examiners.

Organise thesis/dissertation library and storage, and student collection of dissertations.

Manage U-card access, including setting up access for new members of staff and
students in liaison with the Departmental Office Manager, assist with keys and access to
rooms, and be the main point of contact for room bookings and enquiries.

Assist with publicity and marketing within the department, promoting the work of the
Department via Facebook, the webpage, and being involved in the Department’s
Publicity group.

To be involved in the running of the Green Impact Group, setting up meetings, taking
minutes, being actively involved in the work undertaken, and to consider acting as a
Green Champion for the Department.

Deal efficiently with all incoming and outgoing mail and deliveries, and to manage
student mail, including clearing uncollected post.

Report any problems with equipment, lighting or the building through liaising with
Professional Services such as Estates and Facilities Management.

Keep the reception and public areas tidy and update information on notice boards and
the plasma screen.

Work collaboratively as part of the administrative support team, and be able, as
negotiated with your line-manager (Departmental Office Manager), to provide cover for
other members of the team as circumstances (including sickness, holiday cover, the
service needs of the department etc.) require.

Operate safe working practices, and contribute to the creation and maintenance of a
safe working environment – including, if willing, acting as a First Aider, and/or Fire
Marshal.

Work with Faculty colleagues across Departmental boundaries to improve processes and
service delivery as relevant and within the scope of the role.

Stay up to date on new developments (both in knowledge and working practices) in
areas relevant to your main activities/responsibilities.

Undertake training and development, where necessary, in areas relevant to main
activities and responsibilities.

Operate safe working practices, and contribute to the creation and maintenance of a
safe working environment.

Any other duties commensurate with the grade as directed by the line manager.
Person Specification
Applicants should provide evidence in their applications that they meet the following
criteria. We will use a range of selection methods to measure candidates’ abilities in these
areas including reviewing your on-line application, seeking references, inviting shortlisted
candidates to interview and other forms of assessment action relevant to the post.
Criteria
Essential Desirable
Qualifications and experience
1.
Experience of working in a high volume customer facing office
X
environment, ideally within Higher Education.
2.
Excellent IT skills including the use of Microsoft Office, Internet
X
and Email, and the ability to learn new software.
3.
5 GCSEs at Grade C or above, including English and Maths (or
X
equivalent experience).
4.
Educated to A level standard (or have equivalent experience).
X
Communication skills
5.
Proven communication skills, both written and verbal to deal
X
effectively with staff, students and members of the public.
6.
Excellent interpersonal skills, with experience of responding
X
efficiently and effectively to phone and email enquiries.
7.
Ability to demonstrate empathy, listening skills and
X
understanding, ability to relate to students.
8.
Awareness of student issues and concerns.
X
Team working
9.
Ability to work effectively both independently and as part of a
X
team.
10.
Willingness to assist other team members and to work
X
collaboratively with others to ensure work is completed to
deadlines.
Problem solving and decision making
11.
Ability to deal effectively with people to resolve problems,
X
referring more complex issues to senior colleagues where
appropriate.
12.
Ability to analyse and solve problems with an appreciation of
X
longer-term implications.
13.
Ability to develop creative approaches to problem solving.
Personal effectiveness
X
14.
Ability to undertake work of a confidential and sensitive nature,
X
and act with discretion and diplomacy.
15.
Ability to work confidently and competently with electronic
X
records and reporting systems.
16.
Commitment to providing excellent customer service.
X
17.
Excellent organisational skills and a flexible approach to work.
X
18.
Ability to concentrate and work methodically on routine tasks
X
over an extended period while maintaining a high degree of
accuracy.
Further Information
This post is fixed-term and is available from 16 September 2013 (or as soon as possible
thereafter).
This post is full-time:
This role has been identified as a full-time post, but we are committed to exploring flexible
working opportunities with our staff which benefit both the individual and the University.
Therefore, we would consider flexible delivery of the role subject to meeting the business
needs of the post. See www.sheffield.ac.uk/hr/wellbeing/info/wlb.html for more
information.
Benefits
Terms and conditions of employment: Will be those for Grade 3 staff.
Salary for this grade: £15,456- £17,184 per annum. Potential to progress to £18,185 per
annum through sustained exceptional contribution.
More details on salaries, terms and conditions and our wide range of benefits for staff are
available at www.sheffield.ac.uk/hr/reward/structures
Informal enquiries:
For all on-line application system queries and support, contact:
e-Recruitment@sheffield.ac.uk .
For informal enquiries about this job and department, contact:
Selection-Next Step
Following the closing date, you will be informed by email whether or not you have been
shortlisted to be invited to participate in the next stage of the selection process. Please note
that due to the large number of applications that we receive, it may take up to two working
weeks following the closing date before the recruiting department will be able to contact
you.
The University of Sheffield is committed to achieving excellence through inclusion.
The University of Sheffield is proud to be a Two Ticks employer
www.sheffield.ac.uk/hr/equality/support/twoticks/
Pursue the extraordinary
Pursue the extraordinary