PA to School Executive Team

The University of Sheffield; Sheffield; On-site; GBP 27,000 - 31,000; Full time

Benefits offered by this job

Annual leave

Pension scheme

Flexible working opportunities (hybrid

Staff discounts

Job summary

The University of Sheffield is seeking a professional Personal Assistant to provide high-level PA support to the School Directors of Research & Innovation, Education and One University. You will manage diaries, handle correspondence and service committees, while coordinating recruitment and HR/Finance administrative tasks.

You will play a key role in maintaining staff records, updating school pages and helping introduce improved procedures, with a focus on accuracy, discretion and teamwork.

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, with autonomy to schedule meetings and appointments.
• Sort, distribute and respond to incoming correspondence for the School Directors.
• Provide administrative support necessary to administer academic line management/ leadership structures.
• Service School committee meetings and prepare/ circulate agenda, papers and minutes.
• Assist the organisation of School events involving staff, students and visitors, including graduation receptions.
• Act as a Recruiter in the School, coordinating recruitment through the SuccessFactors system.
• Support HR and Finance related administrative processes including contract extensions and checks.
• Maintain records of staff documentation including sickness/annual leave.
• Update School web pages and information as required.

Skills

Secretarial PA capacity

Diary management

Prioritisation

Written and verbal communication

Customer service

Teamwork

IT skills

Tools

Microsoft Office

Google Drive

Job description

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.

You will be responsible for providing comprehensive, high-level personal assistant support to the School Directors of Research & Innovation, Education and One University (the School Executive Board). This includes diary management, handling correspondence, committee servicing and making travel arrangements. In addition, you will support the Executive Assistant to the Head of School in the delivery of key School processes.

Main Duties And 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 a high degree of autonomy to scheduling meetings and appointments and handling 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 as required. 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, providing a point of contact for recruitment issues, liaising with departmental staff and Human Resources. Coordinate the progression of recruitment activities through the SuccessFactors system from requisition through to appointment.
• Support the HoS Executive Assistant as required to coordinate and support School processes for HR and Finance related administrative processes (including resources, contract extensions, eligibility to work checks, monitoring of fixed term contract expiry, casual worker registration, etc.)
• Maintain records of documentation relating to staff, including recording of sickness/annual leave.
• Maintain information related to committee members and academic administration responsibilities, including updating relevant School web pages.
• Under the direction of the Executive Assistant to the Head of School, work to introduce new procedures, and review and enhance existing procedures.
• Undertake other activities as required to ensure that all administrative activities within the department are carried out 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

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.

Criteria

Assessment Stage

Experience of working in a secretarial/clerical/PA capacity.

Essential

Application

Ability to manage and prioritise (and reprioritise as necessary) your own work, and manage conflicting demands, requests and deadlines.

Essential

Application / Interview

Excellent communication skills, both written and verbal, report writing skills and ability to communicate effectively with a wide range of internal and external contacts.

Essential

Application / Interview

Excellent customer service skills, with experience of responding efficiently and effectively to phone, email and in person enquiries.

Essential

Application / Interview

Excellent team working skills, with the ability to work collaboratively and cooperatively with colleagues.

Essential

Application / Interview

Excellent IT skills, with strong experience in using Microsoft Office and/or Google drive packages.

Essential

Application / Interview

Ability to develop creative approaches to problem solving, with an ability to analyse and solve problems, appreciating longer-term implications.

Essential

Application / Interview

Ability to assess and organise resources, plan and progress work activities.

Essential

Application / Interview

Ability to work to a high degree of accuracy and attention to detail.

Essential

Application / Interview

Confident and professional manner, and ability to act with discretion and diplomacy, whilst maintaining confidentiality.

Further Information

Grade

5

Salary

£27,319 - £31,236 per annum

Work arrangement

Full-time

Duration

Permanent

Line manager

School Manager

Direct reports

None

Our website

School of Chemical, Materials and Biological Engineering | CMBE | The University of Sheffield

For informal enquiries about this job contact Ms Jenny Miller, School Manager on [e-mail].

Next steps in the recruitment process

It is anticipated that the selection process will take place as soon as possible following the closing date. This will consist of an interview and in tray exercise. We plan to let candidates know if they have progressed to the selection stage 2 weeks after the closing date. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact [e-mail].

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision (opens in a new window).

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; Professional Services Shared Skills Framework
• A range of generous family-friendly policies
  • paid time off for parenting and caring emergencies
  • access to menopause support in the workplace
  • paid time off and support for fertility treatment
  • and more
• More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits (opens in a new window).
• We are a Disability Confident Leader (opens in a new window). 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.
• 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.