Communications & Events Assistant

The University of Sheffield; Sheffield; Hybrid; GBP 25,000 - 29,000; Full time

Benefits offered by this job

Hybrid working

Flexible working opportunities

Generous pension scheme

Staff discounts

Job summary

The University of Sheffield is looking for an Administration Support role within the Alumni Relations team. You will provide essential administrative assistance across communications, events, volunteering and international sections, ensuring excellent customer care for alumni and internal stakeholders.

Reporting to the Events Officer, you will manage emails, invitations, registrations and data entry while supporting on-campus and virtual events. Hybrid working arrangements apply.

Qualifications

• Educated to GCSE level including grades A-C or 9-4 in maths and English.
• Excellent written communication with high attention to detail.
• Excellent customer service and ability to respond to inquiries efficiently.

Responsibilities

• Provide administrative support for the Alumni Relations Team (communications, events, volunteering, international).
• Be a point of contact for queries from alumni and University departments by phone, email and in person.
• Support alumni organising reunions and attend on-campus reunions when needed.
• Update CAR event webpages with current information.
• Assist digital communications by preparing emails and scheduling social media posts.
• Coordinate virtual and in-person events including invitations and attendance lists.
• Moderate international online groups and verify alumni eligibility for entry.
• Manage requisitioning of goods and stock checks for the Alumni Relations Team.
• Collaborate with CAR colleagues to improve workflows and provide cover during peak periods.

Skills

Excellent written communication

Excellent customer service

Time management

Team work

MS Office & Google Suite

Education

GCSEs including maths & English

Tools

MS Office

Google Suite

CRM Raiser's Edge

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.

Criteria

Essential Or Desirable

Stage(s) assessed at

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.

Essential Application

Excellent written communication skills with a high level of attention to detail.

Essential Application / Test

Excellent relationship building skills with an adaptable approach to working with a wide range of people including alumni and staff from across the University.

Essential Application / Interview

Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries.

Essential Application / Interview

Excellent time management and organisational skills, with an ability to plan, prioritise and progress work activities.

Essential Application / Interview

Ability to work as part of a team as well as independently.

Essential Interview

A flexible approach to work with the ability to quickly adapt to changing circumstances.

Essential Application / Interview

An understanding of the importance of Alumni Relations.

Desirable Application / Interview

Experience of working with customer relationship databases (CRM) such as Raiser’s Edge.

Desirable Application

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.