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 (opens in a new window) and join us to become part of something special.
We are looking for an experienced administrator to support the Associate Director of Student & Academic Services (Education Development Services). You will provide comprehensive personal assistance and administrative support to the Associate Director, and diary support to their management team. This role will also assume responsibility for the reception function within the Education Development Centre, including line management of a Receptionist.
With a team of approx 60 staff, Education Development Services (EDS) oversees a range of university-wide staff- and student-facing services and initiatives which support the enhancement of education at the University.
You will also be part of the Student & Academic Services (S&AS) Business Support Team; a dynamic, driven, and experienced team with a broad knowledge base and varied skill set. The team supports administrative, HR, recruitment, health and safety and financial operations across a department of 400+ staff. The team works together to maintain policies, processes, principles and standards across each of their respective sections.
Jointly reporting to the Associate Director, S&AS and Business Support Team Leader, you will be responsible for the implementation of sound and efficient office administration practices. You will have substantial experience of office administration including experience of providing personal assistance to a senior manager. You will have excellent communication skills and excel at working with others.
Main Duties And Responsibilities
Provide a full Personal Assistant (PA) service including: diary management, document management, answering email and telephone enquiries, servicing meetings, crafting communications and arranging events.
Oversee the staffing and smooth-running of the Education Development Centre reception ensuring consistency and quality of front-line services and process for all EDS activities, line managing the Receptionist, overseeing rotas and managing ad hoc cover arrangements.
Independently plan and prioritise work; making judgements in the absence of senior staff as appropriate.
Arrange and attend meetings, take minutes and support the development of processes and procedures relating to the overall management of Education Development Services.
To act as Health and Safety Officer for Education Development Services; be the main health and safety point of contact for staff; and act as the liaison between the section and the central Health and Safety Department.
Triage and take responsibility for queries and requests; ensuring that those requiring immediate attention are dealt with, and where appropriate directing on to colleagues within the University.
Lead on finance & procurement processes including: Checker and Approver for staff expense claims; purchasing card responsibility (acting in line with financial guidelines).
Maintain an accurate record of office expenditure and work alongside the Associate Director, S&AS to manage and monitor budgets.
Lead on staff recruitment activities and induction of new staff and provide guidance to managers and staff relating to HR processes.
Deal with a range of confidential issues, including those related to senior colleagues, staff and students, recognising the sensitivity and importance and ensuring that they are responded to accordingly and that confidentiality is maintained throughout.
Make arrangements for travel; booking and creating detailed itineraries and travel arrangements.
Provide administrative assistance on a range of projects.
Organise senior management and staff events e.g. external visits, training sessions and away days.
Work with other PAs and Business Support Officers/Administrators across S&AS to develop shared practice and implement consistent processes throughout the department.
Liaise with the Estates & Facilities Management team to maintain the office workspace and resolve any building-related issues.
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 Or Desirable
Stage(s) assessed at
Educated to A Level or equivalent standard with GCSE (or equivalent) Maths & English at Grade C/4 or above
Essential
Application
Experience of providing professional administrative support, ideally supporting a senior manager within a large organisation.
Essential
Application
Experience of servicing meetings; preparing agendas and papers, producing concise minutes and following up on action points.
Essential
Application
Essential
Experience of overseeing front-line services or reception functions
Application/Interview
Excellent time management skills with the ability to prioritise and make progress to meet set deadlines whilst also dealing with conflicting demands and extra-ordinary requests.
Essential
Application/Test
Strong IT skills including managing electronic diaries, using spreadsheets, and a willingness to utilise new systems to streamline processes.
Essential
Application/Test
Excellent interpersonal and communication skills with the ability to deal sensitively and assertively with others
Essential
Application/Interview
Highly developed organisational skills with the ability to pre-empt and respond to problems.
Essential
Application/Interview
Excellent communication skills, with experience of responding efficiently and effectively to phone and email enquiries
Essential
Application/Interview
Ability to maintain confidentiality
Essential
Application/Interview
Experience of managing and motivating staff
Desirable
Application/Interview
Further Information
Grade
5
Salary
£27,319-£31,236
Work arrangement
Full-time
Line manager
Associate Director, S&AS & Business Support Team Leader
Direct reports
Receptionist
Our website
For informal enquiries about this job contact Amy Jeffries on or Kathryn Rooney on
Next steps in the recruitment process
It is anticipated that the selection process will take place week commencing 30th March 2026. This will consist of an interview and a test. We plan to let candidates know if they have progressed to the selection stage on the week commencing 23rd March 2026. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact
Our vision and strategic plan
We are the University of Sheffield. This is our vision: (opens in new window).
What We Offer
A minimum of 38 days annual leave including bank holiday 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's and Parent's 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
A 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: (opens in a new window).
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 : 15/03/2026
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.