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.
Overview
There are two main aspects to this role:
* Support the Assistant Director of Research, Partnerships and Innovation (RPI)/Director Regional Engagement and Innovation with diary management, organising and supporting meetings and events, coordinating with other PAs to prioritise and schedule a range of activities.
* Be a member of the RPI support team, working with others on a range of areas which support the whole department, e.g. acting as first point of contact for operational queries and supporting our processes relating to finance, recruitment, induction and Health & Safety. Training will be provided.
Main Duties and Responsibilities
* Proactively manage the diary of the Assistant Director of RPI / Director Regional Engagement and Innovation, working closely with other PAs and teams both within and external to the organisation, ensuring they are able to deliver their objectives efficiently.
* Work with discretion, respecting confidentiality, data protection and other relevant aspects of supporting senior staff.
* Organise and coordinate meetings, events, workshops, social activities for University colleagues and external stakeholders and funders, taking a measured and collaborative approach.
* Undertake full committee servicing, including scheduling, production of documentation, taking minutes and ensuring actions are followed up in an appropriate time‑frame.
* Support the wider department facilities management duties, including reporting building faults, purchasing IT equipment and reviewing office space usage.
* Be an active member of the department Health & Safety Committee, including acting as DSE (Display Screen Equipment) Assessor for the team (training will be provided).
* Build strong, productive relationships with academic and professional service colleagues and external stakeholders to ensure appropriate and effective support is provided.
* Work as part of a wider team providing operational assistance for Research, Partnerships and Innovation. This includes assisting with the recruitment and induction of new staff, advising colleagues on policies for use of relevant university systems, placing orders for catering, etc.
* Prepare accurate requisitions, purchase orders, sales invoices etc. in accordance with the University's financial directives (training will be provided).
* Work flexibly when needed so that priority administration needs are met across RPI.
* Proactively develop skills, undertaking continual professional development.
* Carry out other duties, commensurate with the grade and remit of the post.
Person Specification
* G.C.S.Es at Grade C or above; including English and Maths (or equivalent) – Essential – Application
* Previous experience in a Personal Assistant role in any workplace context – Essential – Application
* Knowledge of standard office procedures through relevant qualifications, or work experience in an administrative role – Essential – Application
* Ability to plan, prioritise and deliver your own tasks, and collaborate with a small team to agree distribution of and deliver shared tasks. – Essential – Application / Interview
* Experience of assisting senior colleagues in planning and prioritisation of future work, making proactive decisions regarding diary management – Essential – Application / Interview
* Experience of planning, organising and efficient delivery of meetings and events such as workshops or focus groups – Essential – Application / Interview
* Ability to proactively collaborate with colleagues within and beyond the department to plan events and meetings, to share best practice and to develop improved processes and approaches to work – Essential – Application / Interview
* Ability to organise resources effectively for short, medium and long term plans, considering the impact that decisions may have on workload, objectives and outcomes for self and others, and remaining flexible in the face of competing plans – Essential – Application / Interview
* Experience of responding to queries and providing advice based on information unique to each given situation by applying knowledge drawn from similar situations in order to resolve queries from all stakeholders. – Essential – Application / Interview
* Citizenship: Experience of contributing to the work of an organisation beyond your own role. – Desirable – Application
* Experience of working in a large complex organisation. – Desirable – Application
Further Information
Grade: 5
Salary: £27,319 to £31,236 (potential to progress to £33,951)
Work arrangement: Full‑time
Line manager: Team Support Manager
Direct reports: N/A
Our website: https://staff.sheffield.ac.uk/rpi
Contact: Feel free to contact Stephanie Riley at stephanie.riley@sheffield.ac.uk for informal enquiries.
Equal Opportunities
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.
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