Executive PA to School Directors (Research, Education, One Uni)

The University of Sheffield; Sheffield; On-site; GBP 28,000 - 32,000; Full time

Benefits offered by this job

Flexible working

Hybrid working

Generous pension scheme

Discounts and rewards

Job summary

The University of Sheffield is seeking a Personal Assistant to the School Executive Team to provide high-level support to the School Directors of Research & Innovation, Education and One University. You will manage diaries, handle correspondence, service committees and arrange travel.

In this role you will support HR and finance processes, recruit coordination through SuccessFactors, and help develop new procedures.

Qualifications

• Experience of working in a secretarial/clerical/PA capacity.
• Ability to manage and prioritise (and reprioritise as necessary) your own work, and manage conflicting demands, requests and deadlines.
• Excellent communication skills, both written and verbal, report writing skills and ability to communicate effectively with a wide range of internal and external contacts.
• Excellent customer service skills, with experience of responding efficiently and effectively to phone, email and in person enquiries.
• Excellent team working skills, with the ability to work collaboratively and cooperatively with colleagues.
• Excellent IT skills, with strong experience in using Microsoft Office and/or Google drive packages.
• Ability to develop creative approaches to problem solving, with an ability to analyse and solve problems, appreciating longer-term implications.
• Ability to assess and organise resources, plan and progress work activities.
• Ability to work to a high degree of accuracy and attention to detail.
• Confident and professional manner, and ability to act with discretion and diplomacy, whilst maintaining confidentiality.

Responsibilities

• Provide professional and confidential P.A. support to the School Directors of Research & Innovation, Education and One University.
• Effective management of the School Directors diaries, working with autonomy to schedule meetings and appointments and handle incoming meeting requests.
• Sort, distribute and respond (or draft responses) to incoming correspondence for the School Directors in a timely and efficient manner.
• Provide administrative support necessary to administer academic line management/ leadership structures.
• Service School committee meetings and any other meetings; request agenda items, prepare and circulate the agenda and papers, prepare and circulate minutes and provide follow up on actions.
• Assist the organisation of School events involving staff, students and visitors, including annual summer/end of year events and graduation receptions.
• Act as a Recruiter in the School, coordinating recruitment activities through the SuccessFactors system from requisition through to appointment.
• Support HR and Finance administrative processes (including resources, contracts, eligibility to work checks, etc.).
• Maintain records of documentation relating to staff, including sickness/annual leave.
• Maintain information related to committee members and academic administration responsibilities, including updating relevant School web pages.
• Introduce new procedures and review and enhance existing procedures.
• Undertake other activities to ensure timely administrative operations and provide cover for colleagues.
• Carry out other duties commensurate with the grade and remit of the post

Skills

Secretarial experience

Prioritisation

Communication

Customer service

Teamwork

IT skills

Problem solving

Resource planning

Accuracy

Discretion

Tools

Microsoft Office

Google Drive

Job description

The University of Sheffield is seeking a Personal Assistant to the School Executive Team to provide high-level support to the School Directors of Research & Innovation, Education and One University. You will manage diaries, handle correspondence, service committees and arrange travel.

In this role you will support HR and finance processes, recruit coordination through SuccessFactors, and help develop new procedures.