Health & Safety Administrator

The University of Sheffield; Sheffield; On-site; GBP 25,000 - 27,000; Full time

Benefits offered by this job

Flexible working

Generous pension

Annual leave

Job summary

The University of Sheffield is seeking a Health & Safety Administrator to provide comprehensive admin support within the Occupational Health and Safety Department. You will help organise events, training and meetings while handling confidential information and supporting safety data reporting.

The role requires strong IT skills, attention to detail, and the ability to work independently or as part of a team.

Qualifications

• Excellent IT skills with a sound knowledge of Google and Microsoft Office products including Word and Excel.
• Ability to learn new systems quickly and to a high standard.
• A high degree of accuracy and attention to detail.
• Experience of handling confidential information appropriately.
• Excellent interpersonal and communication skills (written and verbal) with a commitment to high standards of customer service, with experience of responding efficiently to enquiries
• Experience of building positive relationships within a team and with associated functions/ departments.
• Excellent organisational and prioritisation skills, managing workload effectively, to meet deadlines and provide a timely and efficient service.
• Ability to work effectively both independently and as part of a team with a willingness to assist and work collaboratively with others to ensure work is completed to deadlines.
• Experience in arranging meetings and Minute taking.

Responsibilities

• Provide valuable support and advice to University staff within schools and departments on a range of health and safety policies and procedures, escalating issues to management as needed.
• Provide high-quality administrative support to the OH&S Department, e.g., organising events/training, developing templates, distributing information and taking minutes at meetings, including as part of the major incident response.
• Use and report on health and safety-related data in relevant University systems.
• Maintain health and safety and business continuity systems and databases, ensuring all information is up to date, accurate, and shared appropriately.
• Take responsibility for processing resources or sums of money following established procedures, ie checking and processing invoices.
• Support communications and awareness-raising activities for the Department e.g. by maintaining the website, circulating newsletters, and managing emails.
• Identify and propose improvements to systems, processes, and procedures.
• Manage own workload, working independently or with others as required, prioritising tasks to ensure work is completed in a timely manner and that deadlines are met.
• Adhere strictly to confidentiality protocols in all aspects of the role, escalating queries to management as needed.
• Carry out other duties, commensurate with the grade and remit of the post

Skills

IT skills

Administrative skills

Communication skills

Confidential handling

Organisation

Teamwork

Tools

Google Workspace

Microsoft Office

Excel

Word

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.

The University of Sheffield would like to welcome an enthusiastic and hardworking Health & Safety Administrator to work in a challenging and rewarding role within our Occupational Health and Safety (OH&S) Department.

As a Health & Safety Administrator, you will provide administrative support for a wide range of the team’s activities, including organisation of events, training and meetings.

Main Duties And Responsibilities

• Provide valuable support and advice to University staff within schools and departments on a range of health and safety policies and procedures, escalating issues to management as needed.
• Provide high-quality administrative support to the OH&S Department, e.g., organising events/training, developing templates, distributing information and taking minutes at meetings, including as part of the major incident response.
• Use and report on health and safety-related data in relevant University systems.
• Maintain health and safety and business continuity systems and databases, ensuring all information is up to date, accurate, and shared appropriately.
• Take responsibility for processing resources or sums of money following established procedures, ie checking and processing invoices.
• Support communications and awareness-raising activities for the Department e.g. by maintaining the website, circulating newsletters, and managing emails.
• Identify and propose improvements to systems, processes, and procedures.
• Manage own workload, working independently or with others as required, prioritising tasks to ensure work is completed in a timely manner and that deadlines are met.
• Adhere strictly to confidentiality protocols in all aspects of the role, escalating queries to management as needed.
• 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

• Excellent IT skills with a sound knowledge of Google and Microsoft Office products including Word and Excel.
• Ability to learn new systems quickly and to a high standard.
• A high degree of accuracy and attention to detail.
• Experience of handling confidential information appropriately.
• Excellent interpersonal and communication skills (written and verbal) with a commitment to high standards of customer service, with experience of responding efficiently to enquiries
• Experience of building positive relationships within a team and with associated functions/ departments.
• Excellent organisational and prioritisation skills, managing workload effectively, to meet deadlines and provide a timely and efficient service.
• Ability to work effectively both independently and as part of a team with a willingness to assist and work collaboratively with others to ensure work is completed to deadlines.
• Experience in arranging meetings and Minute taking.

Further Information

• Grade 4
• Salary £25,249 - £26,707 Potential to progress to £28,778 per annum through sustained exceptional contribution.
• Work arrangement Full-time
• Line manager Health & Safety Technical Support Analyst
• Direct reports None
• Our website https://www.sheffield.ac.uk/departments/professional-services/health-and-safety
• For informal enquiries about this job contact Dionne Edwards, Head of Health & Safety: on [e-mail] or on 0114 2226198

Next steps in the recruitment process

It is anticipated that the selection process will take place on 18 August 2026. This will consist of an interview. We plan to let candidates know if they have progressed to the selection stage on the week commencing 18 August 2026. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Dionne Edwards - [e-mail] or on 0114 2226198.

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 Parents 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.

Possession of a criminal record is not an automatic bar to employment at the University of Sheffield. We recognise the value of steady employment in the rehabilitation process and examine each case in its own right. More information can be found on our Information for candidates page:- sheffield.ac.uk/jobs/candidates (opens in a new window).

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.