Staffing & Contracts Administrator

Diversity Dashboard; Rotherham; Hybrid; GBP 25,000 - 27,000; Full time

Benefits offered by this job

38 days annual leave (pro‑rating)

Hybrid working where applicable

Generous pension scheme

Staff networks and development

Learning and mentoring schemes

Job summary

The Staffing and Contracts Administrator at the AMRC, University of Sheffield, provides high-quality staffing support across the department. You will work with the Staffing and Contracts Officer to manage recruitment, contract changes, and SAP/MyTeam records, while ensuring GDPR compliance and excellent service to staff and candidates.

You will use MS Office daily, handle confidential data with discretion, and support cross‑team collaboration within the AMRC and University.

Qualifications

• 5 GCSE passes (A*-C or 9-5) or equivalent experience.

Responsibilities

• Provide a welcoming and responsive first point of contact for staff and external candidates.
• Coordinate recruitment actions with HR, interviews, right-to-work checks and expense claims.
• Escalate queries to the Staffing and Contracts Officer when appropriate.
• Liaise with AMRC admin and central University teams to resolve queries.
• Maintain data records in line with GDPR and preserve confidentiality.

Skills

Customer service

Communication

IT literacy

Microsoft Office

GDPR awareness

Teamwork

Organisation

Problem solving

Attention to detail

Education

5 GCSEs A*-C or 9-5

Tools

MyTeam (SAP)

Microsoft Office

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 Staffing and Contracts Administrator will provide a high-quality staffing support service to staff across the AMRC, supporting the Staffing and Contracts Officer as a point of contact for enquiries related to a broad range of staffing activities. Activities will include undertaking all aspects of staff recruitment, processing contract extensions and amendments, and using the University's MyTeam (SAP) system to record and monitor a range of staff related activities. You will process casual worker and honorary contracts in line with established processes. You will work closely with AMRC colleagues and central HR to ensure that activities in the AMRC adhere to University guidelines and best practice, offering advice and referring complex queries where needed. You will ensure the Staffing and Contracts Officer is readily equipped with the right information and act as the first point of contact for day to day issues, escalating and advising as required. You will have good IT literacy, including experience of using Microsoft Office. Excellent communication skills both written and verbal are essential, along with excellent customer service skills and have the ability to work flexibly.

Main duties and responsibilities

As Staffing & Contacts Administrator, you willt:

• Provide a welcoming point of contact for day-to-day enquiries and requests, via email, telephone and in person from internal staff members, and external candidates.
• Support the process for the recruitment of staff, liaising with HR and job applicants, organising interviews, completing right to work checks, processing requests to appoint and a coordinating payment of interview expense claims.
• Escalate enquiries to the Staffing and Contracts Officer where appropriate.
• Support the liaison between AMRC research group admin support and Central University professional service teams, resolving queries in a timely manner.
• Support the AMRC's administration of the reward processes.
• Use a range of office software, including email, spreadsheets and databases.
• Monitor and produce key management information such as turnover data, sickness absence data, headcount data, as required, liaising with other Professional Services teams across both the University and AMRC.
• Support the management of data and records keeping in line with GDPR, filing confidential files as required and maintaining electronic documents, records & databases.
• Support and foster an inclusive One AMRC culture which promotes excellence through diversity.
• Build and maintain positive relationships across the University, encouraging the development of effective collaborative partnership working.
• As a member of staff you will be encouraged to make ethical decisions in your role, embedding the University sustainability strategy into your working activities wherever possible.
• Carry out other duties, commensurate with the grade and remit of the post

Person Specification

You should provide evidence in your application that you meet the following criteria. We will use a range of selection methods to measure your abilities in these areas including reviewing your online application, seeking references, inviting shortlisted candidates to interview and other forms of assessment action relevant to the post.

The University of Sheffield is proud to be a Disability Confident Employer, we commit to recruit and retain disabled applicants and support positive action. We encourage disabled people to apply for our jobs and to have the opportunity to demonstrate their skills, talent and abilities at the interview stage. We commit to offer an interview to disabled applicants who meet the minimum criteria for the job. For further information on the Disability Confident Scheme, please follow the link

• 5 GCSE passes at Grade A*-C or Grade 9-5 (or have equivalent Experience) Essential Application
• Experience of working in a customer facing role with effective communication skills, both written and verbal. Essential Application
• Ability to develop creative approaches to problem solving Essential Application/interview
• Ability to analyse and solve problems with an appreciation of longer-term implications Essential
• Ability to communicate effectively with a team of staff. Essential Application/interview
• Experience of working to deadlines and the ability to prioritise own workload, allowing for unplanned activities as there may be conflicting priorities to deal with. Essential Application/interview
• Good organisational skills especially during busy periods, planning around other colleagues schedules. Essential Application/interview
• Experience of working in a team Essential Application/interview
• Good attention to detail Essential Application
• Experience of exercising confidentiality and discretion with relation to staffing queries Desirable Application
• Proven experience dealing with confidential data and systems in line with GDPR. Desirable Application

Further Information

Grade: 4

Salary: £25,249 - £26,707. With potential to progress to £28,778 through sustained exceptional contribution

Work arrangement: Full-time

Line manager: Staffing and Contracts Officer

Direct reports: N/A

Right to work in the UK: This role does not meet the criteria for Skilled Worker sponsorship under the UK Visa & Immigration points-based system. Information on alternative visa options is available on www.gov.uk.

Our website: https://www.amrc.co.uk/

For informal enquiries about this job contact James Lindsay (Operations Lead) or Chloe Duke (Staffing and Contracts Officer) [e-mail] or [e-mail]

Next steps in the recruitment process

It is anticipated that the selection process will consist of and interview. We plan to let candidates know if they have progressed to the selection stage two weeks after the closing date. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact James Lindsay (Operations Lead) or Chloe Duke (Staffing and Contracts Officer) [e-mail] or [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; integrated with our 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.

Criminal record

A basic DBS check will be needed for this role. More details on the checks can be found on the Government website: gov.uk/criminal-record-checks-apply-role (opens in a new window).

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).

Baseline personnel security standard & Security Clearance

This role requires the postholder to undertake a Government baseline personnel security standard (BPSS) check as a condition of employment.

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.