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.
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 Or Desirable
Stage(s) assessed at
Experience of working in a secretarial/clerical/PA capacity.
Essential
Interview / Application
Ability to manage and prioritise (and reprioritise as necessary) your own work, and manage conflicting demands, requests, and deadlines.
Essential
Interview / Application/Test
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
Interview / Application/Test
Excellent customer service skills, with experience of responding efficiently and effectively to phone, email, and in-person enquiries.
Essential
Interview / Application/
Excellent team working skills, with the ability to work collaboratively and cooperatively with colleagues.
Essential
Interview / Application/Test
Excellent IT skills, with strong experience in using Microsoft Office and/or Google Drive packages.
Essential
Interview / Application/Test
Ability to develop creative approaches to problem solving, with an ability to analyse and solve problems, appreciating longer-term implications.
Essential
Interview / Application/
Ability to assess and organise resources, plan and progress work activities.
Essential
Interview / Application/
Ability to work to a high degree of accuracy and attention to detail.
Essential
Interview / Application/Test
Experience of working in a secretarial/clerical/PA capacity.
Essential
Interview / Application
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:
For informal enquiries about this job, contact Angela Simonite, Faculty Executive Assistant at
Next steps in the recruitment process
This will consist of a task and an interview. Contact Angela Simonite, Faculty Executive Assistant, at if you require any reasonable adjustments.
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 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.
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 : 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.