Overview
Based in the Rotunda, part of the prestigious Firth Court Building, you will play a key role in the Research and Innovation support team. Working alongside the current PA, this shared role directly supports the Vice‑President for Research and Innovation, Deputy Vice‑President for Research and Deputy‑Vice President for Innovation.
The office forms part of a wider group of executive support staff who, together, support the work of the President, Vice‑Chancellor, Chief Operating Officer, Chief Finance Officer and the Vice‑President for Education. Close working with other executive support colleagues within this wider team is essential.
The role requires strong team‑working skills, a high level of written and oral communication, proficiency in a range of IT software, excellent organisational, diplomatic and customer service skills. You will have the autonomy to coordinate your own workload, balance priorities and work quickly to meet tight deadlines, managing conflicting priorities and taking responsibility for coordinating and organising events and visits.
Main Duties and Responsibilities
* Provide professional, comprehensive, and confidential PA support, including complex diary management, meeting coordination and travel arrangements for the VPRI, DVPR and DVPI.
* Manage email inboxes: highlight emails requiring immediate attention to the VPRI and DVPI, draft responses when appropriate, and pass on communications or queries to other colleagues ensuring timely follow‑up.
* Prepare, format and quality‑assure briefing papers, agendas, presentations, reports and interview schedules.
* Coordinate and support meetings related to research and innovation governance, including senior committees, boards and working groups.
* Draft documents, presentations and agendas; collate papers, track actions and ensure follow‑up on decisions.
* Support the organisation of high‑level events, away days and strategic planning sessions.
* Prepare detailed itineraries and travel arrangements for visits by the VPRI, both in the UK and overseas; coordinate with other executive staff.
* Organise visits to the university and other associated events that are of strategic importance to the university and where external visitors have complex itineraries and high customer‑care requirements.
* Undertake financial administration duties including processing expenses, purchase orders, coding Barclaycard transactions for the VPRI and DVPI, and other administrative tasks in line with university procedures.
* Support all administrative aspects of the VPRI’s office: filing systems, archiving, estates matters, IT matters, HR matters and welcoming guests and visitors.
* Liaise with colleagues in the Office of the President & Vice‑Chancellor to ensure smooth and efficient running of the Rotunda and provide high‑level customer care for all visitors.
* 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 feels they belong and are respected. Even if your past experience doesn’t match perfectly, your contribution is valuable – we encourage you to apply. Please reference the application criteria in your application statement.
Criteria
* Essential
Significant experience providing PA or senior administrative support at executive or senior management level.
* Excellent organisational and time‑management skills, managing multiple priorities and tight deadlines.
* Strong written and verbal communication skills, producing high‑quality documentation.
* Experience working with confidential and sensitive information with discretion and professionalism.
* High level of IT proficiency, including Microsoft Office, SAP and Barclaycard systems.
* Ability to work independently, use initiative and exercise sound judgement.
* Experience working in a higher education or research‑intensive environment.
* Desirable
Familiarity with research, innovation or knowledge exchange activities.
* Experience supporting committees and senior governance structures.
* Understanding of the University of Sheffield’s structures, policies and culture.
Further Information
Grade: 6
Salary: £32,080 – £36,636 (potential to increase to £39,906)
Work arrangement: Full‑time
Line manager: Dawn Stewart
For informal enquiries: d.stewart@sheffield.ac.uk or 0114 222 1007
Next Steps in the Recruitment Process
The selection process is expected to take place on either week commencing 09 or 16 March 2026. It will consist of an interview and a possible test. Candidates will be informed of progression on the week commencing 02 March 2026. If you need support, equipment or adjustments to participate in any element of the recruitment process, please contact Dawn Stewart.
Our Vision and Strategic Plan
We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision.
What We Offer
* A minimum of 38 days annual leave, including bank holidays (pro‑rata) and 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 (Race Equality, LGBT+, Women’s and Parent’s networks).
* Recognition awards to reward staff who go above and beyond.
* A commitment to your development: access to learning and mentoring schemes; Professional Services Shared Skills Framework.
* Generous family‑friendly policies:
o paid time off for parenting and caring emergencies
o support for those going through menopause
o paid time off and support for fertility treatment
o and more
For more details: 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 the next stage.
Closing Date: 01/03/2026
#J-18808-Ljbffr