Contracts & Compliance Assistant

Job description:

About the Role

We are seeking to appoint a Contracts Assistant to join our Accommodation and Commercial Services (ACS) team. This is an excellent opportunity for an organised, proactive individual with strong administrative skills and an interest in facilities, property or contract management.

Working closely with the Contracts and Facilities Managers, you will play a key role in ensuring that the University’s accommodation and associated facilities are maintained to the highest possible standards. The post includes designated responsibility for defined areas within a long-term PFI Facilities Management agreement, covering the maintenance and lifecycle of over 4,000 bedrooms.

You will support the effective monitoring of facilities services, including maintenance activity, damage reporting, audits and inspections, while maintaining strong working relationships with internal teams and external service providers. Accuracy, attention to detail and confidence working with data and systems are central to success in this role.

Key Responsibilities

• Support the delivery and monitoring of facilities management services across University, PFI and partnership accommodation portfolios.
• Process and monitor student damage reports and claims in line with agreed procedures.
• Monitor Helpdesk maintenance jobs, escalating issues and identifying performance trends.
• Liaise regularly with Customer Services, Residence Life, Security and service providers.
• Assist with statutory compliance audits, documentation control and performance reporting.
• Support the coordination of planned and reactive maintenance activity, including resident communications.
• Maintain accurate records across multiple systems, including invoicing, inspections and reporting data.
• Support the management of inventory queries, grounds maintenance and launderette services.
• Assist with summer inspection programmes and provide operational support during peak periods.
• Contribute to continuous improvement of systems, data quality and working practices.
• Ensure compliance with Health and Safety legislation, data protection requirements and University procedures.

You will work as part of an established contracts team and will be expected to manage defined areas of responsibility independently, while contributing positively to wider team objectives.

About You

You will have a good general standard of education (GCSE or equivalent) with strong numeracy and literacy skills. You’ll be confident using IT systems, particularly Microsoft Office applications such as Excel, and comfortable handling large volumes of data with accuracy.

We are looking for someone who:

• Has experience working within defined procedures and service environments
• Demonstrates strong customer service and communication skills
• Can manage multiple tasks, meet deadlines and maintain attention to detail
• Works effectively both independently and as part of a team
• Shows initiative, flexibility and a positive, solution-focused approach

Experience within a higher education, property, housing or facilities environment would be advantageous but is not essential.

About Accommodation and Commercial Services

Accommodation and Commercial Services employs approximately 650 staff and delivers a wide range of services that support the student experience. Accommodation Services manages over 6,000 bed spaces across a diverse portfolio, playing a vital role throughout the student journey—from Open Days through to graduation.

The department is proud to hold Investors in People accreditation and the nationally recognised Customer First Standard, reflecting our strong commitment to staff development, training and service excellence.

Our Commitment

The University of Sheffield is proud to be a Disability Confident Employer and is committed to inclusive recruitment practices. Disabled applicants who meet the minimum criteria will be guaranteed an interview.

We also encourage all staff to support ethical decision-making and embed sustainability into everyday working practices.

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