Communications & Events Assistant

Diversity Dashboard; Sheffield; Hybrid; GBP 25,000 - 29,000; Full time

Benefits offered by this job

38 days annual leave (pro rata) and購入?

Flexible working

Generous pension

Discounts and rewards

Staff networks and mentoring

Recognition awards

Family-friendly policies

Job summary

The University of Sheffield invites applications for an Administrative Assistant in the Alumni Relations Team. You will support communications, events, volunteering and international activities and interact with alumni and internal teams.

You will manage email communications, event logistics and CRM data, ensuring accurate records and smooth operations across CAR functions. Hybrid, fixed-term role beginning now.

Qualifications

• GCSE level including maths and English with good numeracy and literacy.
• Excellent written communication with attention to detail.
• Strong relationship-building and customer service skills.
• Proven time management and organisational abilities.
• Ability to work in a team and independently.

Responsibilities

• Provide administrative support across Alumni Relations (communications, events, volunteering and international).
• Serve as point of contact for alumni and university departments by phone, email or in person.
• Assist with organising reunions and on-campus events, updating CAR webpages.
• Prepare and send emails on behalf of CAR and other departments; schedule social posts.
• Coordinate virtual and in-person events, manage registrations, attendance lists and CRM data.
• Moderate international online groups, verify alumni status and eligibility.
• Requisition and stock marketing collateral; support with stock takes and reordering.
• Collaborate with CAR staff to improve processes; provide cover during absences.
• Maintain data confidentiality in line with data protection act.

Skills

GCSE level requirements

MS Office

Google Suite

Excellent written communication

Relationship building

Customer service

Time management

Teamwork

Flexibility

CRM experience

CMS experience

Education

GCSE grades A-C or 9-4 in maths/English

Tools

Raiser's Edge

CMS (content management systems)

Job description

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

The Campaigns and Alumni Relations (CAR) department sustains and grows the relationship between the University and our global community of alumni (former students), donors and friends. Our teams are responsible for enhancing the quality of engagement activities across varied communities in ways that benefit alumni, supporters, staff and students at the University.

In this role, you will provide administrative support across the Alumni Relations team, working with our communications and events, volunteering and international sections. You will provide excellent customer care to our alumni and friends as well as internal departments requiring our support.

This is a highly collaborative, busy and varied role, which will see you liaising directly with alumni from all walks of life. You will gain a good understanding of the different communities that we engage with to support the preparation of email communications, attend in-person and virtual events and ensure our activities and processes run smoothly.

Main duties and responsibilities

• Provide effective administrative support for the Alumni Relations Team (communications and events, volunteering and international) to help our objectives of increasing University engagement and affinity across our alumni communities.
• Be a point of contact for queries from alumni and University departments on the phone, via email and in person.
• Support alumni who wish to organise their own individual reunions and attend on-campus reunions where necessary.
• Make regular updates to the CAR event webpages ensuring they're showing the most up-to-date information.
• Assist our digital communications to alumni by, for example, preparing and sending emails on behalf of CAR and University departments, and scheduling social media posts.
• Provide effective administrative support for our range of virtual and in‑person events. This may include sending invitations and responding to enquiries, creating and monitoring registration documents and event attendance lists and logging information on the database. Attend events as required.
• Moderate international online groups by verifying the identity and alumni status of new members, ensuring all participants meet eligibility requirements for group entry.
• Undertake the requisitioning and / or ordering of goods for the Alumni Relations Team as and when required. Complete regular stock takes to recommend when items including our marketing collateral will need re‑ordering.
• Collaboratively work with other members of CAR, including other assistants and administration staff, to ensure that all aspects of CAR are working smoothly and make suggestions to improve working processes as required. Provide back‑up support during periods of leave or heavy workload, including cover for reception.
• Support the work of the department by recording data accurately on the supporter CRM database ensuring all data is managed confidentially and in line with the data protection act.
• 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.

• Educated to GCSE level including grades A-C or 9-4 in maths and English with high levels of numeracy and literacy with the ability to use MS office and Google suite applications.
• Excellent written communication skills with a high level of attention to detail.
• Excellent relationship building skills with an adaptable approach to working with a wide range of people including alumni and staff from across the University.
• Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries.
• Excellent time management and organisational skills, with an ability to plan, prioritise and progress work activities.
• Ability to work as part of a team as well as independently.
• A flexible approach to work with the ability to quickly adapt to changing circumstances.
• An understanding of the importance of Alumni Relations.
• Experience of working with customer relationship databases (CRM) such as Raiser's Edge.
• Experience of working with website content management systems (CMS).

Further Information

• Grade: 4
• Salary: £25,249 per annum with the potential to progress to £28,778 through sustained exceptional contribution.
• Work arrangement: Full-time - Twelve-month fixed term - Three-day in-office hybrid
• Duration: 2 November 2026 - 29 October 2027
• Line manager: Events Officer
• Direct reports: None
• Our website: https://sheffield.ac.uk/alumni/welcome-car
• For informal enquiries about this job contact Lucy Oxley, Events Manager: on [e-mail]

Next steps in the recruitment process

It is anticipated that the selection process will take place on 8 October 2026. This will consist of an interview and test. We plan to let candidates know if they have progressed to the selection stage on 2 October 2026. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Sarah Hamilton on [e-mail].

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; Professional Services Shared Skills Framework.
• 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

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

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.

Closing Date :28/09/2026

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.