About
The
Job.
Health & Safety, Department of Estates and
Facilities Management
Professional Services
Administration Assistant
About
The
Job.
Pursue the extraordinary
Overview
About the Department
Health & Safety are incorporated within the Department of Estates and Facilities
Management (EFM) at the University of Sheffield. EFM includes the significant activities
of Estates Management, Transport Services, Campus and Residences, Security Services,
the Facilities Management Team and also Sport Sheffield.
More information about the Health and Safety can be found here:www.shef.ac.uk/safety
Job Role
The role will provide key administrative support to various University/EFM Committees
and Groups. Key responsibilities will include diary management, collating papers and
accurate minute taking. Other aspects of the role will include general administrative
support to the Health & Safety team.
The post holder will report to the Head and Deputy Head of Health & Safety.
Job Description
Main Duties and Responsibilities

Provide a high quality administrative and clerical service, acting as Secretary to various
University/EFM Committees and Groups including diary management and date setting;
accurate minute taking and subsequent write up, ensure timely follow-up of actions from
meetings are received; collate and distribute papers.

Carry out general administrative/clerical duties including photocopying, filing,
maintaining departmental databases, word processing, producing documents using
Microsoft Office packages i.e. Excel and other in-house systems, record keeping.

Prioritise and plan own workload according to operational demands.

Respond to routine and non-standard telephone and email enquiries.

Prepare requisitions, orders, sales invoices etc. using the University’s SAP system in
accordance with the University’s financial directives.

Report maintenance requests via the intranet.

Organise room and catering bookings.

Maintain electronic mailing lists.

Work as a member of a busy team providing assistance and support where required.

Any other duties, commensurate with the grade of the post.
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.
Educated to GCSE level or equivalent (or equivalent
X
qualifications/work experience).
2.
Previous experience of providing secretarial administration to
X
Committees/Groups.
3.
Excellent IT and administration skills, including experience of
X
working with Microsoft Office applications.
4.
RSA II typing/word processing qualification or equivalent skills.
X
5.
Accurate data input and keyboard skills.
6.
Experience of working in a Higher Education environment.
X
7.
Knowledge of University IT systems (e.g. SAP)
X
X
Communication skills
8.
Excellent communication skills, including, verbal, non-verbal and
X
written correspondence.
9.
Excellent customer service skills and the ability to communicate
X
with a range of staff, students and others.
Team working
10.
Proven ability to work as part of a team
X
Personal effectiveness
11.
Ability to organise and prioritise work load and maintain
X
confidentiality.
12.
Experience of providing effective administrative/clerical support
X
to a busy work team.
13
Excellent organisational and time management skills and the
X
ability to plan short term activities.
14.
Self-motivated with a flexible and enthusiastic approach to work.
X
15.
Confident and professional telephone manner.
X
Further Information
This post is part-time working 20 hours per week, Monday to Friday, hours to be agreed.
There may be occasions when you will be required to offer a degree of flexibility regarding
your working pattern.
Benefits
Terms and conditions of employment: Will be those for Grade 4 staff.
Salary for this grade: £17,678 - £19,802 per annum pro-rata. Potential to progress to
£21,597 per annum, pro rata, 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
Closing date: 25 February 2014
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.
It is anticipated that interviews and other selection action will be held on XXX. Full details
will be provided to invited candidates.
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/
Professional Services have achieved the Investors in People Standard