Overview
The University of Sheffield is seeking to appoint a Personal Assistant (PA) to provide high quality administrative and clerical support to Professor Janet Brown in her academic role as an oncologist in the Division of Clinical Medicine. The Division delivers world leading research and teaching in a dynamic research environment with a vision to achieve research excellence and impact by translating scientific discoveries into meaningful advances that benefit patients and the general population.
Responsibilities
* Offer 1:1 administrative and secretarial support as a Personal Assistant (PA) to Professor Janet Brown, including arranging academic meetings (research and teaching), diary management, setting up meetings, taking notes, typing up records, and maintaining accurate documentation. Note: this post does not include support for Professor Brown’s clinical role, which is provided separately by the NHS.
* Deal with correspondence and draft responses in a timely and efficient manner on behalf of Professor Brown.
* Manage sensitive and confidential information with regard to information governance and GDPR; identify and implement electronic systems and tools to enhance the office operations.
* Assist with teaching preparation by helping with production, correction and formatting of PowerPoint presentations.
* Act as point of contact for enquiries from within the University, funding bodies, NHS organisations and other academic institutions.
* Process credit card transactions in line with University financial regulations and produce purchase requisitions as required.
* Ensure robust and timely communication, sharing information with the appropriate staff as required.
* Organise UK and international travel, including transport, accommodation and related arrangements.
* Collate and transcribe complex information into written reports or guidelines.
* Assist with teaching and student supervision by keeping records of marking and student progress; assist with online forms for data submission and student references; organise PhD vivas on behalf of the Academics portfolio.
* Apply discretion when dealing with confidential matters.
* Carry out other duties commensurate with the grade and remit of the post.
Person specification
Our diverse community recognises the unique abilities, backgrounds and beliefs of all. We foster a culture where everyone belongs and is respected. If your past experience does not match perfectly with the criteria, your contribution is valuable and you are encouraged to apply. Please reference the application criteria in your application statement.
Essential and desirable criteria
* Essential: 5 or more GCSEs grades A–C including English (or equivalent experience).
* Essential: Excellent communication skills, written and verbal, with the ability to engage with a wide range of people.
* Essential: Experience of providing admin support in a large and complex environment.
* Essential: Proven ability to manage workload through prioritisation and time management to meet deadlines with high accuracy and attention to detail.
* Essential: Excellent customer service skills with experience of handling phone and email enquiries.
* Essential: Ability to exercise confidentiality, tact and discretion; work on own initiative and as part of a team.
* Essential: Excellent IT literacy with practical experience of Microsoft Office.
* Essential: Experience of servicing meetings and maintaining associated documentation; knowledge of university systems (e.g., Mail, SAP, Google Calendar).
* Desirable: Experience of event organisation (large-scale conferences/workshops).
* Desirable: Awareness and understanding of disability equality, neurodiversity and reasonable workplace adjustments.
Further information
* Grade: 5
* Salary: £27,319–£30,378 per annum pro rata
* Work arrangement: Part-time 0.4FTE (14 hours)
* Duration: From 01/10/2025 to 30/04/2027
* Line manager: Project Administrator - E-IMMUNE
* Direct reports: None
* Contact for informal enquiries: Sarah Williams, Project Administrator E-IMMUNE: s.e.williams@sheffield.ac.uk; 0114 215 9519; Emma Rower, Operations Manager: e.rower@sheffield.ac.uk; 0114 215 9024
What we offer
* Minimum of 38 days annual leave (pro rata) including bank holidays and closure days, with the option to purchase more
* Flexible working, including hybrid options
* Generous pension scheme
* Discounts and rewards across shopping, dining and travel
* Staff networks and development opportunities
* Recognition awards for staff who excel
* Professional development and mentoring, integrated with our Shared Skills Framework
* Family-friendly policies including support for parenting/caring emergencies, menopause support, fertility treatment support, and more
More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits.
We are a Disability Confident Employer. If you have a disability and meet the essential criteria, you will be invited to take part in the next stage of the selection process.
We are a research university with a global reputation for excellence. Our vision and strategy emphasise building a diverse community of staff and students that values abilities, backgrounds, beliefs and ways of living for everyone. For details, see our vision: sheffield.ac.uk/vision.
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