Overview
You will be responsible for providing comprehensive, high-level personal assistant support to the Faculty Executive Team. This includes diary management, handling correspondence, committee servicing, and making travel arrangements. You will support the Faculty Executive Assistant in the delivery of key processes. You will provide a professional and welcoming reception service in the Faculty Office.
Main Duties and Responsibilities
* Provide professional and confidential personal assistant support to the Faculty Executive Team.
* Act as a professional and welcoming first point of contact for the Faculty Office, directing queries as appropriate in person, by email, and by telephone.
* Effective management of the Faculty Executive Team calendars, working with a high degree of autonomy to schedule meetings and appointments, and handling meeting requests.
* Sort, distribute, and respond (or draft responses) to incoming correspondence for the School Executive Team in a timely and efficient manner.
* Service Faculty meetings as required. Request agenda items, prepare and circulate the agenda and papers, prepare and circulate minutes, and provide follow‑up on actions.
* Make travel arrangements for the Faculty Executive Team.
* Assist in the organisation of Faculty events.
* Support the Faculty Executive Assistant as required to coordinate and support Faculty processes for HR and Finance‑related administrative processes.
* Maintain information related to the Faculty Team and the Faculty Executive Team.
* Under the direction of the Faculty Executive Assistant, work to introduce new procedures and review and enhance existing procedures.
* Undertake other activities as required to ensure that all administrative activities are carried out in a timely and efficient manner, providing cover for the Faculty Executive Assistant when needed.
* 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
* Essential: Experience of working in a secretarial/clerical/PA capacity.
* Essential: Ability to manage and prioritise (and re‑prioritise as necessary) your own work, and manage conflicting demands, requests, and deadlines.
* Essential: Excellent communication skills, both written and verbal, report‑writing skills, and the ability to communicate effectively with a wide range of internal and external contacts.
* Essential: Excellent customer service skills, with experience of responding efficiently and effectively to phone, email, and in‑person enquiries.
* Essential: Excellent team‑working skills, with the ability to work collaboratively and cooperatively with colleagues.
* Essential: Excellent IT skills, with strong experience in using Microsoft Office and/or Google Drive packages.
* Essential: Ability to develop creative approaches to problem‑solving, with the ability to analyse and solve problems, appreciating longer‑term implications.
* Essential: Ability to assess and organise resources, plan and progress work activities.
* Essential: Ability to work to a high degree of accuracy and attention to detail.
* Essential: Experience of working in a secretarial/clerical/PA capacity.
Further Information
Grade: 5
Salary: £27,319 – £31,236 (potential to increase to £33,951)
Work arrangement: Part‑time (21 hours per week), open‑ended, hybrid working.
Line manager: Faculty Executive Assistant
Direct reports: None
Our website: Faculty of Science: https://sheffield.ac.uk/science/about
Contact: For informal enquiries about this job, contact Angela Simonite, Faculty Executive Assistant at a.j.simonite@sheffield.ac.uk
Next Steps in the Recruitment Process
This will consist of a task and an interview. Contact Angela Simonite, Faculty Executive Assistant, at a.j.simonite@sheffield.ac.uk if you require any reasonable adjustments.
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 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, and Parents’ 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.
* Range of generous family‑friendly policies
* Paid time off for parenting and caring emergencies
* Support for those going through the menopause
* Paid time off and support for fertility treatment
* 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 for this job, you will be invited to take part in the next stage of the selection process.
Closing Date: 05/03/2026
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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