Marketing Operations Executive

University of Sheffield; Sheffield; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A leading educational institution in Sheffield seeks an experienced Executive Assistant to provide support to the Head of School. Key responsibilities include managing inquiries, correspondence, diary coordination, and assisting with HR processes. Ideal candidates will have senior secretarial experience, strong IT and communication skills, and the ability to work under pressure. This role offers benefits like flexible working, generous pension, and opportunities for personal development.

Benefits

Flexible working opportunities

Generous pension scheme

Discounts and rewards on shopping

Recognition Awards

Development access to learning schemes

Qualifications

• Experience in a senior secretarial/PA role.
• Ability to operate effectively under pressure.
• Experience communicating with various audiences.

Responsibilities

• Provide Executive Assistant support to Head of School.
• Manage diary and event coordination.
• Oversight of HR administrative processes.

Skills

High level IT skills

Excellent communication skills

Organisation and time management skills

Problem solving

Ability to maintain confidentiality

Tools

Microsoft Office

Google Apps

Job description

Responsibilities

• Provide professional and confidential Executive Assistant support to the Head of School and School Manager, supporting them in their day‑to‑day roles and on projects and activities related to the School, Faculty and University.
• Be the first point of contact for enquiries to the Head of School, 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 the Head of School and School Manager.
• Undertake diary and event management and coordination for the Head of School ensuring appropriate travel and catering arrangements are in place (also includes making arrangements for external visitors to the School as required).
• Support Head of School and School Manager in the drafting and preparation of correspondence, reports and presentations, undertaking some initial analysis of information and collation of materials for inclusion.
• Maintain document filing systems (electronic and hard copy) for critical Departmental documents and logs, ensuring they are kept up to date and maintained in line with information security requirements.
• Support the HoD and School Manager by overseeing Human Resources related administrative processes (including resources, staff recruitment processes, SRDS organisation, academic probation organisation, academic visitor processing, mandatory training logs, etc.) for the School Office to maximise efficiency.
• Oversee the organisation of School events involving staff, students and visitors, including annual summer/end of year events and graduation receptions as appropriate.
• Provide finance support to the Head of School and School Manager, including the processing of requisitions for goods and service, and reconciliation of purchasing transactions.
• Service School 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 School Office team activity over short, medium and long‑term, ensuring plans complement and feed into wider aims of the School 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 School Manager in the improvement of systems and processes within the School, reviewing and enhancing existing practice.
• Provide line management of the Personal Assistant to the School Executive Board.
• Undertake other activities as required to ensure that all administrative activities within the department 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.

Qualifications

• Experience of working in a senior secretarial / PA role.
• High level IT skills, including advanced use of internet and email, as well as the Microsoft Office suite and/or Google Apps.
• Experience of motivating and communicating with a team of staff.
• Experience of delegating work to others and monitoring work to ensure it is completed to standard and within timescales.
• Excellent organisation and time management skills to prioritise own workload and work accurately to tight deadlines with minimal supervision.
• Ability to operate effectively under pressure.
• Excellent communication skills, both written and verbal, working with accuracy and attention to detail; experience of communicating with a range of audiences.
• 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.
• Ability to analyse and solve problems creatively with an appreciation of longer‑term implications.
• Ability to maintain complete confidentiality and to recognise and manage sensitive issues appropriately.
• Experience of working across departments, Faculties and central University teams, developing strong working relationships and maintaining a network of contacts.

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.

Benefits

• 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.