Overview
The University of Sheffield is a remarkable place to work. Our people are at the heart of everything we do. Their diverse backgrounds, abilities and beliefs make Sheffield a world-class university. We offer a fantastic range of benefits including a highly competitive annual leave entitlement (with the ability to purchase more), a generous pensions scheme, flexible working opportunities, a commitment to your development and wellbeing, a wide range of retail discounts, and much more. Find out more about our benefits and join us to become part of something special.
We are seeking to appoint a Personal Assistant, providing 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. Our vision is to achieve research excellence and impact by translating scientific discoveries into meaningful advances that can benefit our patients and the general population.
As a member of the Division’s administrative support team, you will be an enthusiastic and hard-working individual and committed to supporting the work of the administrative team.
You will have excellent IT skills, including experience of using Microsoft Office. Excellent communication and interpersonal skills are essential, along with outstanding customer service skills and the ability to work flexibly.
Main Duties And Responsibilities
* Offer 1:1 administrative and secretarial support as a Personal Assistant (PA) to a designated member of academic staff (Professor Janet Brown), including diary management, organising academic meetings (research and teaching), note taking, typing up and keeping accurate records. This post will 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, mindful of information governance and GDPR requirements. Identify and implement electronic systems and tools to enhance the operation of the designated academic activities and office.
* Assist with teaching preparation by helping with the production, correction and formatting of PowerPoint presentations.
* Act as point of contact dealing with enquiries from within the University, funding bodies, NHS organisations and other academic institutions.
* Process credit card transactions in line with the University's financial regulations and produce purchase requisitions as required.
* Ensure that communication is robust and timely, sharing information as appropriate with the correct staff as required.
* Organise UK and international travel, including transport, accommodation and other necessary arrangements.
* Collate and transcribe complex information into written reports or guidelines.
* Assist with teaching and student supervision by keeping records of marking, student progress, etc; assist with completing online forms for submission of data and student references; organise PhD vivas on behalf of the academic 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 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 reference the application criteria in your application statement.
Criteria
Essential or Desirable
* 5 or more GCSEs grades A-C including English (or equivalent experience).
* Excellent communication skills, both written and verbal, with the ability to communicate effectively with a wide variety of people.
* Experience of providing admin support in a large and complex environment.
* Proven ability to manage workload through prioritisation and time management to meet deadlines while maintaining a high degree of accuracy and attention to detail.
* Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries.
* Be able to exercise confidentiality, tact and discretion.
* Able to work on own initiative and as part of a team when required.
* Excellent IT literacy, including practical experience in the use of Microsoft Office software.
* Experience of servicing meetings and maintaining associated documentation.
* Experience and knowledge of university systems & processes e.g. Mail, SAP, Google Calendar.
* Desirable: Experience of event organisation such as large-scale conferences and workshops.
* Desirable: Demonstrate awareness and understanding of disability equality, neurodiversity and reasonable adjustments in the workplace.
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
* Our website: https://www.sheffield.ac.uk/smph
* Informal enquiries: Sarah Williams, Project Administrator E-IMMUNE: s.e.williams@sheffield.ac.uk or 0114 215 9519; Emma Rower, Operations Manager: e.rower@sheffield.ac.uk or 0114 215 9024
Next steps in the recruitment process
It is anticipated that the selection process will take place in October. This will consist of an interview and short written test. 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 clinmed-staffing@sheffield.ac.uk
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 and personal development.
* Recognition Awards to reward staff who go above and beyond in their role.
* Development opportunities integrated with our Professional Services Shared Skills Framework.
* A range of generous family-friendly policies.
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.
We are a research university with a global reputation for excellence. Our 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. Our vision can be explored at sheffield.ac.uk/vision.
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