Personal Assistant to the School Executive Board
2 days ago Be among the first 25 applicants
Pay and Benefits
The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. The pay range varies based on skills and experience. The University offers a highly competitive annual leave entitlement (with the ability to purchase more), a generous pension scheme, flexible working opportunities, a commitment to development and wellbeing, and many other benefits.
Overview
You will be responsible for providing comprehensive, high-level personal assistant support to the School Directors of Research & Innovation, Education and One University (the School Executive Board). This includes diary management, handling correspondence, committee servicing and making travel arrangements. In addition, you will support the Executive Assistant to the Head of School in the delivery of key School processes including as a recruiter in the School, providing a point of contact for staff recruitment issues, liaising with school staff and Human Resources. Coordinate the progression of recruitment activities through the SFR (recruitment) system from requisition through to appointment. You will also support School processes for HR and Finance related administrative processes (including resources, contract extensions, eligibility to work checks, monitoring of fixed term contract expiry, casual worker registration, etc.).
Main Duties And Responsibilities
* Provide professional and confidential PA support to the School Directors of Research & Innovation, Education and One University.
* Effective management of the School Directors diaries, working with a high degree of autonomy to scheduling meetings and appointments and handling incoming meeting requests
* Sort, distribute and respond (or draft responses) to incoming correspondence for the School Directors in a timely and efficient manner
* Provide administrative support necessary to administer academic line management/ leadership structures
* Service School committee meetings and any other meetings as required. Request agenda items, prepare and circulate the agenda and papers, prepare and circulate minutes and provide follow up on actions
* Assist the organisation of School events involving staff, students and visitors, including annual summer/end of year events and graduation receptions
* Act as a recruiter in the School, providing a point of contact for staff recruitment issues, liaising with school staff and Human Resources. Coordinate the progression of recruitment activities through the SFR (recruitment) system from requisition through to appointment
* Support the Head of School Executive Assistant as required to coordinate and support School processes for HR and Finance related administrative processes (including resources, contract extensions, eligibility to work checks, monitoring of fixed term contract expiry, casual worker registration, etc.)
* Maintain records of documentation relating to staff, including recording of sickness/annual leave
* Maintain information related to committee members and academic administration responsibilities, including updating relevant School web pages
* Under the direction of the Executive Assistant to the Head of School, work to introduce new procedures, and review and enhance existing procedures
* Undertake other activities as required to ensure that all administrative activities within the department are carried out in a timely and efficient manner, providing cover for colleagues in the administrative team
* 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
* Experience of working in a secretarial / clerical / PA capacity
* Ability to manage and prioritise (and reprioritise as necessary) your own work, and manage conflicting demands, requests and deadlines
* Excellent communication skills, both written and verbal, report writing skills and ability to communicate effectively with a wide range of internal and external contacts
* Excellent customer service skills, with experience of responding efficiently and effectively to phone, email and in person enquiries
* Excellent team working skills, with the ability to work collaboratively and cooperatively with colleagues
* Excellent IT skills, with strong experience in using Microsoft Office and/or Google drive packages
* Ability to develop creative approaches to problem solving, with an ability to analyse and solve problems, appreciating longer‑term implications
* Ability to assess and organise resources, plan and progress work activities
* Ability to work to a high degree of accuracy and attention to detail
* Confident and professional manner, and ability to act with discretion and diplomacy, whilst maintaining confidentiality
* Experience of supporting Human Resources processes e.g. Recruitment and contract administration
Further Information
Grade: 5
Work arrangement: Part‑time (21 hours per week)
Duration: Available immediately with an end date of 31 August 2026 to cover maternity leave. Applicants must be available to take up this post no later than February 2026.
Line manager: Executive Assistant to Head of School
Direct reports: None
Next steps in the recruitment process
It is anticipated that the selection process will take place in the weeks following the closing date. This will consist of an assessment (in‑tray and Google Sheets exercise) followed by an interview. We plan to let candidates know if they have progressed to the selection stage within 2 weeks of 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 bioscienceshradmin@sheffield.ac.uk
We are a Disability Confident Employer
We are a Disability Confident Employer. 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 : 18/01/2026
For informal enquiries about this job contact Sarah Kemp (Operations Manager) at s.l.kemp@sheffield.ac.uk and/or Will Collier (Executive Assistant to Head of School) at w.collier@sheffield.ac.uk
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 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.
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