Executive Assistant to Centre Director

The University of Sheffield; Sheffield; On-site; GBP 32,000 - 37,000; Full time

Benefits offered by this job

38 days annual leave (plus ability to购

Hybrid working opportunities

Generous pension scheme

Discounts & rewards for staff

Staff networks & development

Job summary

The University of Sheffield is seeking an experienced Executive Assistant to provide high‑level support to the Centre Director and Director of Education within the Centre of Engineering Education and Skills. You will handle confidential information, prioritise deadlines, and coordinate projects across the Faculty and University.

Ideal candidates will have strong IT and Microsoft Office skills, exceptional organisation and written and verbal communication abilities, and a proactive, discreet

Qualifications

• High level IT skills with advanced use of internet and email.
• Excellent written and verbal communication.
• Ability to prioritise workload and meet tight deadlines.

Responsibilities

• Provide executive assistant support to the Centre Director and Director of Education.
• Be the first point of contact for enquiries to both Directors and liaise across the University and with external organisations.
• Manage diaries, events, travel and catering arrangements for the Directors.

Skills

IT skills

Microsoft Office

Google Apps

Education

A-Level standard

Tools

None

Job description

Assessment Stage

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

As Executive Assistant, you will provide executive level support to the Centre Director and Director of Education to ensure they are fully supported in their day-to-day roles and on projects and activities related to the Centre of Engineering Education and Skills, the Faculty of Engineering and the University. Due to the complexity of the Director’s role, it is essential that the post-holder is able to work quickly to meet deadlines, to balance competing priorities and to be proactive, forward planning to anticipate requirements and put in place arrangements. Strong team-working skills are required, along with excellent written and verbal communication skills and attention to detail. Much of the business of the Director’s office is highly confidential and sensitive and may have human resources or public relations implications, and so the ability to act with discretion and sensitivity is critical.

Key Information

Faculty/ Department: Engineering Education and Skills Centre
Website: https://sheffield.ac.uk/engineering
Salary Information: £32,080 - £36,636
Grade: 6
Contract Type: Full-time, Open-ended

Main Duties And Responsibilities

• Provide professional and confidential Executive Assistant support to the Centre of Engineering Education and Skills Director and the Director of Education, supporting them in their day-to-day roles and on projects and activities related to the Centre, Faculty and University.
• Be the first point of contact for enquiries to both Directors, which will require dealing effectively with a wide range of enquiries and daily liaison with colleagues at all levels across the University and with external organisations.
• Deal with high volumes of correspondence (incoming and outgoing) on behalf of both the Centre Director and Director of Education.
• Undertake diary and event management and coordination for the Directors, ensuring appropriate travel and catering arrangements are in place.
• Support Director and Centre Manager in the drafting and preparation of correspondence, reports and presentations, undertaking some initial analysis of information and collation of materials for inclusion.
• Assist the organisation of Centre events involving staff, students and visitors, including annual summer/end of year events and graduation receptions.
• Maintain document filing systems (electronic and hard copy) for critical Centre documents and logs, ensuring they are kept up to date and maintained in line with information security requirements.
• Provide financial support to the Director and Centre Manager, including the processing of requisitions for goods and service, and reconciliation of purchasing transactions.
• Service Centre committees and any other meeting as required. Request agenda items, prepare and circulate the agenda and papers, prepare and circulate minutes and provide follow up on actions.
• Plan and organise individual and Centre team activity over short, medium and long-term, ensuring plans complement and feed into wider aims of the Centre and Faculty strategy and that there is cohesion with other relevant areas, e.g. Faculty Executive Board, University Executive Board and external stakeholders.
• Support the Centre Manager in the improvement of systems and processes within the School, reviewing and enhancing existing practice.
• Undertake other activities as required to ensure that all administrative activities within the Centre are undertaken in a timely and efficient manner, providing cover for colleagues in the administrative team.
• Carry out other duties, commensurate with the grade and remit of the post

Further information

Line Manager: Service Manager, Multidisciplinary Engineering Education

Direct Reports: N/A

For informal enquiries about this job contact Jo Mackenzie, Executive Assistant to the Faculty Vice President and Head of Engineering at [e-mail]

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 are 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.

Criteria

Assessment Stage

Educated to A-Level standard (or equivalent qualifications /experience).

Application

Experience of working in a senior secretarial / PA role.

Essential

High level IT skills, including advanced use of internet and email, as well as the Microsoft Office suite and/or Google Apps.

Interview / Test

Experience of motivating and communicating with a team of staff

Interview

Experience of delegating work to others and monitoring work to ensure it is completed to standard and within timescales.

Application / Interview

Excellent organisation and time management skills to prioritise own workload and work accurately to tight deadlines with minimal supervision.

Application / Interview

Ability to operate effectively under pressure.

Interview / Test

Excellent communication skills, both written and verbal, working with accuracy and attention to detail; experience of communicating with a range of audiences.

Application / Interview

Experience of working as a team member to collaborate, co-operate and participate with others to achieve common objectives and to share experience and ideas.

Application / Interview

Ability to analyse and solve problems creatively with an appreciation of longer-term implications.

Interview / Test

Ability to maintain complete confidentiality and to recognise and manage sensitive issues appropriately.

Interview / Test

Experience of working across departments, Faculties and central University teams, developing strong working relationships and maintaining a network of contacts.

Interview / Test

Experience of working across departments, Faculties and central University teams, developing strong working relationships and maintaining a network of contacts.

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision.

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 Academic Career Pathways and 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 you will be invited to interview

Criminal record

Possession of a criminal record is not an automatic bar to employment at the University of Sheffield. We recognise the value of steady employment in the rehabilitation process and examine each case in its own right. More information can be found on our Information for candidates page:- sheffield.ac.uk/jobs/candidates.

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 (www.sheffield.ac.uk/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.