PA to School Executive Team

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 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

We are seeking to appoint a Personal Assistant to the School Executive Team who 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. Please ensure that you reference the application criteria in the application statement when you apply.

• 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 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.

Further Information

• Grade: 5
• Salary: £27,865 - £31,861 (potential to increase to £34,630)
• Work arrangement: Full-time
• Line manager: Louisa Cheshire
• Direct reports: EA to Head of School
• Our website: https://www.sheffield.ac.uk/smph

For informal enquiries about this job contact Louisa Cheshire, Executive Assistant: on [e-mail]

Next steps in the recruitment process

It is anticipated that the selection process will take place shortly after the advert closing date. This will consist of an interview and short written test. We plan to let candidates know if they have progressed to the selection stage 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 the staffing team at: [e-mail]

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision (opens in 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; integrated with our Academic Career Pathways / 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 (opens in a new window).

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.

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.