Administrative Assistant (Sport & Physical Activity)

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 benefits (opens in a new window) and join us to become part of something special.

Overview

Are you seeking an outstanding opportunity to work in a dynamic and encouraging environment? At the University of Sheffield, we are looking for an enthusiastic and proactive individual to join our Programme and Development (P&D) team as an Administrative Assistant. This role is ideal for someone who is passionate about sport and flourishes in a setting that promotes initiative and collaboration.

Main duties and responsibilities

• Offer administrative support to the P&D Team, helping maintain the efficient and effective running of student sport and external/community programmes. This involves seeking ways to improve processes.
• Independently handle bookings for facilities and events, process invoices and payments accurately, and address both routine and non-standard customer enquiries, developing solutions where vital.
• Coordinate the administrative procedures for all sports competitions, including team and individual registrations, with a strong emphasis on British Universities and Colleges Sport (BUCS) leagues and events. This involves ensuring deadlines are met, eligibility requirements are fulfilled, and addressing sophisticated entry challenges proactively.
• Take ownership of the scheduling and communication of fixtures, particularly for BUCS competitions, collaborating closely and effectively with relevant parties, securing appropriate facilities, and resolving scheduling challenges independently.
• Accurately record, analyse, and report on competition results, maintain detailed performance records and generate insightful reports with recommendations for improvement.
• Lead the administrative aspects of designated departmental events such as Varsity, Sports Awards, and Open Days, including budget oversight for administrative elements, collaborator communication, and logistical problem-solving.
• Offer administrative assistance to sports clubs and captains, handling responsibilities like reimbursements, issuing invoices, and addressing financial questions.
• Serve as a key point of contact for all enquiries related to sports programmes, providing comprehensive information and independently resolving non-standard issues. Disseminate important information effectively to all collaborators.
• Maintain accurate and comprehensive records of participants, ensuring eligibility for all relevant competitions, and address any eligibility concerns.
• Utilise sports administration software to handle and analyse data related to participants, competitions, and events, generating reports to advise decision-making.
• Actively cultivate positive working relationships with internal and external collaborators, including BUCS representatives, National Governing Bodies, and other university departments. Address issues and represent our team effectively.
• Follow relevant regulations and policies, including those specific to BUCS and the university. Contribute to the review and development of internal administrative procedures.
• Contribute to a culture of innovation and continuous improvement within the team by identifying and implementing more efficient administrative processes.
• Support Open Days by representing our team, providing detailed information to prospective students and running related administrative tasks.
• Demonstrate flexibility in working hours to support programme activities and occasionally manage administrative tasks outside of standard hours.
• 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 champion a culture where everyone feels they belong and are respected. Even if your 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.

Essential criteria

• Substantial administrative experience, demonstrating increasing levels of responsibility, autonomy, and proactive problem-solving.
• Proven track record to support projects and events, including planning, execution, and basic budget oversight.
• Experience in handling data, analysing information, and developing reports to facilitate decision-making.
• Solid knowledge of applicable rules and guidelines, with the capability to interpret and implement them in unusual scenarios.
• Strong collaborator with management and social skills, capable of developing and sustaining effective relationships with key partners.
• Proficient in the use of IT systems and software packages, including Microsoft or Google Suite and sports management software.
• Showing dedication to equal opportunities and inclusivity within a sporting environment, proactively addressing potential barriers.
• Ability to maintain records, attention to detail, and a high degree of accuracy as required.

Essential/Desirable: Essential
Stage(s) Assessed At: Application and Interview

Desirable criteria

• Experience of working within a sports administration environment, including in-depth knowledge of competition management.
• Familiarity with BUCS rules and processes, along with experience handling sophisticated BUCS administrative tasks.

Essential/Desirable: Desirable
Stage(s) Assessed At: Application and Interview

Further Information

Grade: 4

Salary: £25,754 to £27,241

Work arrangement: Full-time

Duration: Permanent

Line manager: Aimee Nicholls (Club and Performance Sport Manager)

Direct reports: none

Our website: https://sport.sheffield.ac.uk/

For informal enquiries about this job contact Aimee Nicholls a.nicholls@sheffield.ac.uk

Next steps in the recruitment process

It is anticipated that the selection process will take place the week commencing 30th November. We plan to let candidates know if they have progressed to the selection stage on the week commencing 23rd November. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Aimee Nicholls via email using the above details.

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision (opens in new window).

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 (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 Career Route
• 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

More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits (opens in a new window).

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 (opens in a new window).

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 (opens in a new window).

Closing Date : Sunday 22nd November

Shortlisting will take place w/c 23rd November and anyone shortlisted for interview will be contacted by Wednesday 25th November. Interviews will take place on Tuesday 1st December.

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.