Job Description
Job Title: Personal Assistant (Academic)
Posting Start Date: 26/09/2025
Job Id: 1681
School/Department: School of Medicine & Population Health
Work Arrangement: Part Time (Hybrid)
Contract Type: Fixed-term
Salary per annum (£): £27,319 - £30,378
Closing Date: 26/10/2025
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.
Overview
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 of Clinical Medicine delivers world leading research and teaching in a dynamic and exciting 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), which includes providing assistance with organisation of academic meetings (research and teaching) including diary management, setting up meetings, taking notes, typing up and keeping accurate records. (Please note that 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 being mindful of information governance and GDPR requirements. Identify and implement electronic systems and tools to enhance the operation of the designated Academics activities and office.
* Assist with teaching preparation by helping with the production, correcting 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 the 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 any other arrangements necessary.
* 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 on-line forms for submission of data and student references as well as the organisation of PhD vivas on behalf of the Academics 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 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
5 or more GCSEs grades A-C including English (or equivalent experience).
Essential
Application
Excellent communication skills, both written and verbal with the ability to communicate effectively with a wide variety of people
Essential
Application/interview/Test
Experience of providing admin support in a large and complex environment.
Essential
Application/interview
Proven ability to manage workload through prioritisation and time management to meet deadlines while maintaining a high degree of accuracy and attention to detail.
Essential
Application/interview
Excellent customer service skills, with experience of responding efficiently and effectively to phone and email enquiries.
Essential
Application/interview
Be able to exercise confidentiality, tact and discretion.
Essential
Application/interview
Able to work on own initiative and as part of a team when required.
Essential
Application/interview
Excellent IT literacy, including practical experience in the use of Microsoft Office software.
Essential
Application/interview
Experience of servicing meetings and maintaining associated documentation.
Essential
Application/interview
Experience and knowledge of university systems & processes e.g. Mail, SAP, Google Calendar.
Desirable
Application/interview
Experience of event organisation such as large-scale conferences and workshops.
Desirable
Application/interview
Demonstrate awareness and understanding of disability equality, neurodiversity and reasonable adjustments in the workplace.
Essential
Application/interview
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
For informal enquiries about this job contact Sarah Williams, Project Administrator E-IMMUNE: on or on
or Emma Rower, Operations Manager: on or on
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 the staffing team at: clinmed-
Our vision and strategic plan
We are the University of Sheffield. This is our vision: ().
What we offer
* A minimum of 38days 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
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 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.