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Outreach Administrator (Post-16 Engagement)

University of Sheffield

Sheffield, United Kingdom

The Outreach and Widening Participation team is responsible for the strategic management and delivery of the University’s portfolio of widening participation projects, working in partnership with colleagues from across the University and with external stakeholders in schools, colleges and local authorities.

Working as a key member of the Outreach and Widening Participation Team you provide clerical, administrative and event support for designated Post-16 outreach projects to meet the University’s Widening Participation objectives, working with currently under-represented groups in Higher Education.

You should be highly motivated and be able to work well under pressure. Strong organisational skills, along with excellent communication and interpersonal skills are essential, as is the ability to prioritise own workload and to work unsupervised Previous relevant experience and highly developed IT skills, including the use of Word, Excel and PowerPoint are essential.

You’ll be expected to have excellent communication and interpersonal skills and a strong focus on customer service to deal with internal and external enquiries at all levels.

This post is part time and fixed term for 12 months.

You can view the supporting documentation by clicking on About the Job and About the University located near the top of your screen.

Main Duties and Responsibilities
 Respond to day to day and specialist enquiries from internal and external enquirers, including academic staff, teachers, participants and parents. Providing detailed information about designated Post-16 outreach projects.

 Handle telephone, email and written enquiries, providing excellent customer service to programme participants, parents, teachers and current University students who contribute to the Post-16 outreach activity.

 Deal with queries from students interested in participating in or contributing to Post-16 outreach activity.

 Assist in the recruitment processes for Post-16 outreach activity, for example promoting the schemes to potential participants and current University students, organising and assisting with interviews of applicants and student ambassadors.

 Check and photocopy documentation for DBS checks for students applying to be part of the schemes.

 Assist with training of students, for example organising training sessions and contributing to the production of the necessary resources.

 Provide a monitoring service for students who contribute to the schemes, recording attendance and dealing with the necessary follow up activity, for example processing payment forms and maintenance of budget spreadsheets.

 Check student claim forms that are submitted onto the online claims system ensuring that payments are made on time and maintaining effective records for audit purposes.

 Provide clerical assistance associated with the wider team’s projects; booking rooms and venues, catering and transport, dealing with financial transactions and helping to maintain financial records, in line with University procedures.

 Ensure that all data is recorded accurately in the HEAT database and any project specific databases that remain.

 Liaise internally with academic and professional services staff to ensure smooth running of the Post-16 projects.

Job Description

 Liaise externally with schools, colleges and other organisations to make and confirm arrangements for Post-16 activity and to exchange information.

 Collate information and present it appropriately in Word, Excel or PowerPoint format.

 Provide general clerical duties.

 Support the Outreach Co-ordinator (Post-16 Engagement) to oversee activity on the Brightside online mentoring system.

 As a member of our Professional staff you will be expected to demonstrate a commitment to the professional behaviours set out in the Sheffield Professional Framework. Please follow this link for further information: Sheffield Professional Framework.

 Any other duties, commensurate with the grade of the post.


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