Overview
We are seeking an Administrative Assistant with a flexible and enthusiastic approach to work to join the Disability and Dyslexia Support Service (DDSS); a friendly and confidential service that supports disabled students and applicants, and the staff working with them.
The Administrative Assistant will provide a welcoming first point of contact for students, applicants and staff accessing the DDSS reception desk.
Along with other Administrators, the Administrative Assistant works closely with the team of Disability and Mental Health Advisers at DDSS to ensure that sensitive documentation and information flows efficiently and promptly to Advisers, to enable them to implement reasonable adjustments for disabled students. The post holder will also provide general administrative support to facilitate the smooth running of the department.
The ideal candidate will possess excellent communication and teamwork skills, proven IT proficiency, and be adept at handling sensitive and confidential information in a fast-paced environment. Excellent time management skills, along with the ability to work on a range of tasks in a timely and accurate way, are also essential.
Main duties and responsibilities
- Provide a friendly and sensitive first point of contact to students and applicants via reception, email and phone, ensuring queries and information are triaged promptly and appropriately
- Undertake administrative tasks to facilitate students accessing disability support - e.g. by requesting medical evidence and referring for diagnostic assessment
- Process disability documentation such as diagnostic evidence and DSA (Disabled Students’ Allowances) funding information, ensuring that this is securely and efficiently entered into appropriate service workflows
- Undertake other administrative tasks recommended by Disability/Mental Health Advisers to ensure the effective implementation of disability support adjustments for disabled students (e.g. arranging onward referrals for support)
- Undertake financial administration tasks - e.g. receipting of goods and services
- Accurately record disability information and DSA funding on central University systems and a service-specific database
- Carry out general administrative duties including ordering stationery and supplies, maintain a welcoming reception area and arrange maintenance and repair work as necessary
- 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.
Excellent customer service skills with experience of working within a customer facing environment, including responding efficiently and effectively to face-to-face, phone and email enquiries
Ability to carry out effective administrative duties in a busy and sensitive customer care environment, including responding quickly and confidently to a range of complex enquiries from a diverse audience
Proven experience handling challenging, sensitive, or emotionally charged customer/student interactions with tact, patience, and diplomacy. Knowing when to escalate to colleagues
Excellent written and verbal communication
Commitment to working flexibly, including prioritising urgent or unscheduled tasks and accommodating changes
Interview / Test/ Application
Demonstrable digital literacy skills - proficient in the use of standard software (e.g. Microsoft Office) and Google applications (e.g. Google Drive, Google Calendar) Ability to adapt quickly to using a range of in-house systems to support effective administration
Interview / Test/ Application
Ability to work as part of a team, whilst being willing and able to work independently and on own initiative
Ability to maintain information with a high degree of accuracy and attention to detail
Application/Interview/Test
Further Information
£23,742 - £24,685 (pro-rata)
Part-time, 21 hours per week. This role is campus based.
https://students.sheffield.ac.uk/disability
For informal enquiries about this job contact Mary Jacques, Office Coordinator
[email protected] or on
0114 2221370 Next steps in the recruitment process
It is anticipated that the selection process will take place during the week commencing 13th July. This will consist of an interview and administrative exercise. We plan to let candidates know if they have progressed to the selection stage on the week commencing 6th July. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Mary Jacques via
[email protected]Our vision and strategic plan
We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision ().
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.
- 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
We are a Disability Confident Leader (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.
