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Centre Administration Assistant

University of Sheffield

Sheffield, United Kingdom


We have an exciting opportunity in the Department of Mechanical Engineering for someone looking to apply their administration and organisation skills, in supporting a Centre for Doctoral Training (CDT), working with staff and students in the Faculty of Engineering and at the Advanced Manufacturing Research Centre (AMRC).

In this varied and busy role, you will be responsible for administrative support across the whole student lifecycle from enquiry to graduation.

We are seeking candidates with excellent IT skills, and experience of providing excellent customer service. The ability to proactively plan and prioritise a busy workload and communicate effectively with students, staff and sponsors at all levels is also essential.

You will be mainly based in the Department of Mechanical Engineering, with occasional working (once every 2-3 weeks approximately) at the AMRC campus at Catcliffe - so some flexibility is essential.

Job Description
Main Duties and Responsibilities
• PGR Student Recruitment and Admissions
o Deal with informal enquiries from potential PhD and EngD applicants to the IDC and refer queries on to appropriate person where necessary.
o Assist the Directors and Administration Manager with recruitment of applicants
(decision processing, admissions etc), and liaise with the University Recruitment and Admissions Office.
o Arrange logistical details for candidate interviews, and act as the main contact on interview days for candidates and staff.
• Programme Administration and Support
o Provide support and guidance to students and supervisors on administrative matters relating to the IDC’s PhD and EngD programmes, using channels such as Virtual Learning Environments (MOLE), Google sites, and mailing lists as appropriate.
o Assist the Administration Manager in managing IDC student events (e.g. training sessions, induction week, seminars, hosting of meetings) and contribute to the development of the overall programme.
o Administer student progression records using University systems and procedures, and liaise with key contacts such as Departmental PGR Administrators, Learning and Teaching Administrators, Mechanical Engineering PGR Tutor, and Research and Innovation Services.
• Budget and Finance
o Responsible for ordering goods and services, processing expense claims following AMRC/University procedures.
o Monitor budgets of student projects or other areas of expenditure as directed by
Administration Manager.
• General
o Assist Administration Manager in collecting data (e.g. for IDC Board, EPSRC review, IMechE accreditation) by keeping good written records of the above tasks and reporting as appropriate.


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