Overview
We have an exciting opportunity in our University’s Governance team within the University Secretary’s Office.
We are looking for someone who is enthusiastic, diligent and personable, with the organisational and sophisticated administrative skills to provide essential support to our team. It provides you with an opportunity to develop your skills further and to gain experience in one of the University's central teams.
This is a key role in a small but high-profile team and you will need to work effectively as an individual and as part of the wider team. You will support a fast-paced cycle of meetings and related governance, assurance and compliance activities, often to tight and sometimes conflicting deadlines.
We are searching for somebody who can collaborate with staff at all levels throughout the University. The post is highly proactive and involves multitasking, prioritising and re-prioritising work to ensure that sophisticated and detailed tasks are delivered on time and to an especially high standard. The ability to work independently and flexibly is critical, as is being able to act with discretion and judgement in relation to confidential and potentially sensitive matters.
You will provide administrative and practical support for our cycle of committee meetings; support the annual review of memberships of all University committees and scheduling of future meetings; support the periodic and annual updates to our constitutional documents and register of members’ interests; and maintain and update the governance webpages and associated governance documents. You will also work with colleagues as part of a wider administrative team supporting the University Secretary’s Office. The Governance Coordinator and Administrative Assistant will report to the Head of Governance.
We are open to considering a secondment, subject to your manager’s agreement. We are also open to exploring flexible working opportunities which benefit the individual and the University.
We build teams of people from different heritages and lifestyles from across the world, whose talent and contributions complement each other to greatest effect. We believe diversity in all its forms delivers greater impact through research, teaching and student experience.
Main duties and responsibilities
* Support to Council (the University’s governing body), Senate, and the University Executive Board. Work with the Senior Governance Coordinators and Head of Governance as required, and deputise for the Senior Governance Coordinators as necessary, to provide administrative support for meetings of the Council, the Senate, the Executive Board and associated events, including any away days, external speakers, dinners and pre-meeting briefings, and campus tours or visits.
* Support to other University Committees. Work with the Senior Governance Officers as required to provide administrative support for meetings of Council sub-committees, Senate sub-committees and UEB sub-groups. This includes drafting accurate agendas, liaising with relevant colleagues concerning the scheduling of items and the provision of papers, ensuring the timely circulation of papers, and making all necessary logistical arrangements.
* Provide support to the Senior Governance Coordinator. To review, maintain and publish central University committee memberships. To coordinate and arrange elections for members of Senate and Council. To support the annual process of setting committee meetings, including booking venues for meetings of all central committees and practical arrangements such as catering and car parking. To support the annual process of reviewing and updating the University’s Calendar – the University’s regulations. To collate and maintain the University’s Register of Interests and related internal records. To keep formal records for Council, Senate, UEB and their respective sub-committees and sub-groups. To monitor and manage the team’s generic shared email accounts.
* Other activity. Work on own initiative, work flexibly, and organise, plan and prioritise own workload, recognising when to seek guidance or refer matters to the Senior Governance Coordinators and other senior colleagues, following agreed processes and working to deadlines. Carry out general administrative/clerical duties including filing, maintaining departmental databases, word processing, producing documents using Google and Microsoft Office packages, record keeping. Carry out other duties, commensurate with the grade and remit of the post. As a member of staff, you will be encouraged to make ethical decisions in your role, embedding the University sustainability strategy into your working activities wherever possible.
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
* Excellent IT skills (e.g., word processing and email, spreadsheets and databases, presentations and webpages) and a proven ability to adapt to new technology and provide technical assistance to colleagues. Essential
* Proven ability to interpret and implement agreed instructions, procedures and processes to a high standard. Essential
* Effective communication skills, both written and verbal, with staff and external stakeholders at all levels, adopting an appropriate tone. Essential
* Excellent interpersonal and customer service skills, with the ability to respond efficiently and effectively to enquiries and requests and identify any additional action required. Essential
* Naturally highly organised and able to prioritise own work to deliver to tight timescales, working flexibly and under pressure to cope with conflicting demands and extraordinary requests. Essential
* Diligent with a high degree of accuracy and attention to detail, including the ability to synthesise and transpose complex information accurately and efficiently. Essential
* Ability to plan and progress multiple work activities simultaneously. Essential
* Able to undertake role without close supervision, with experience of working effectively as part of a team and on own initiative. Essential
* The ability to work with internal and external people at all levels, including working closely with the University’s senior managers and external governors. Essential
* Ability to type quickly and accurately, ideally touch typing, using multiple documents or reference points. Essential
* Experience of scheduling meetings, arranging meeting logistics and electronic diary keeping. Essential
* A proven ability to deal with issues of confidentiality and sensitive situations. Essential
Further Information
Grade: 5
Duration: Fixed Term until 31 August 2026
Line manager: Head of Governance
Direct reports: None
Our website: https://sheffield.ac.uk/uso
For informal enquiries about this job contact Matthew Borland, Interim Head of Governance: on m.borland@sheffield.ac.uk or on 0114 215 7332
Next steps in the recruitment process
It is anticipated that the selection process will take place on Monday 1 December. 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 Monday 24 November. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact us.
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: 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.
Job Reference Number:
Working Pattern: 35 hours per week fixed term until 31 August 2026.
Closing Date: Sunday 16 November
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