PGR Support Officer

Dunhillmedical; Sheffield; Hybrid; GBP 28,000 - 35,000; Full time

Benefits offered by this job

Hybrid working

Pensions scheme

Annual leave benefits

Job summary

The University of Sheffield is seeking a proactive PGR Support Officer to act as the first point of contact for postgraduate researchers, supervisees and staff involved in the doctoral life cycle. The role is based in the Faculty Doctoral School, offering hybrid work and a structured support framework.

You will ensure timely progression data, support admissions and progression, coordinate induction and milestones, and help manage funding, reporting to UKRI, and committee representation.

Qualifications

• Excellent interpersonal and customer service skills with experience responding to queries.
• Proven IT skills, with experience of Microsoft 365, Google Workspace, email and the internet.
• Ability to communicate effectively with staff and students in person and in writing.
• Ability to manage own workload and meet deadlines.

Responsibilities

• Act as first point of contact for PGR students and supervisors.
• Maintain overview of student progress and attendance data.
• Support the PGR application process and recruitment regulations.
• Support induction, registration and welcome events for new students.
• Coordinate progress milestones and examination arrangements.
• Advise on the Code of Practice for PGR degrees and related procedures.
• Support scholarship processes and placements for PGR students.
• Maintain systems and databases for PGR and research activity.

Skills

Interpersonal skills

Customer service

IT skills

Education

A Level standard or equivalent

Tools

Microsoft 365

Google Workspace

Email & Internet

Job description

School/Department: Faculty of Engineering

Work Arrangement: Full Time (Hybrid)

Contract Type: Fixed-term

Closing Date: 30/11/2026

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

Our postgraduate research student community plays a central role in the research life of the University. PGR students undertake their own programme of research, supervised by an academic team, and also contribute to the wider research culture, output and impact of their group, academic discipline and department. Postgraduate support officers work closely with PGR students, the academic PGR leadership and other key Professional Services colleagues. You will be based within the Faculty Doctoral School, with the Faculty Doctoral School Manager, Senior PGR Support Off icer and additional PGR Support Officers. You will be the first point of contact for all aspects of the postgraduate research student life cycle, providing professional and knowledgeable support to both PGR students and academic staff who supervise PGR research programmes. You will ensure delivery of a range of processes and procedures and ensure that student feedback is heard and responded to.

KEY INFORMATION
Faculty/Department: Faculty of Engineering
Website https://sheffield.ac.uk/engineering
Salary information: £27,865 to £34,630 per annum (pro-rata), with potential to progress to £37,281 through outstanding contribution
Grade 5
Contract type Full-time - Fixed-term (12 months) – Hybrid – Flexible options considered

Main duties and responsibilities

• Act as first point of contact for PGR students, working with the academic PGR supervisors,School PGR Leads, and the Faculty PGR Lead and their deputies.
• Maintain a regular overview of student progress and attendance data to ensure thatstudents meet milestones on time, reporting data to the Faculty Doctoral School Manager.
• Support the PGR application process, working closely with central admissions and SchoolPGR Leads to support the central initial assessment, directing relevant queries to academicsupervisors, ensuring interviews are arranged and conducted, recording decisions,communicating with applicants, and supporting compliance with the University’s PGRrecruitment regulations and standards.
• Support pre- and post-registration activities for accepted PGR applicants as appropriate,working with School PGR Lead, including induction, registration and welcome events fornew students.
• Make arrangements for a variety of progress milestones, such as organising venues andattendees for confirmation reviews or oral examinations, ensuring these are compliant withthe University’s regulations and standards.
• Advise on the application of the University’s Code of Practice for PGR degrees and otherprocedures, including liaising with Professional Services.
• Support the administration of internal and external scholarship processes and applicationsfor PGR studentships.
• Update and maintain appropriate University, Faculty and School systems and databases, toprovide an ongoing record of PGR and research activity.
• Support the administration of financial activities relating to the setup of funding forms andprocessing of RTSGs.
• Ensure student details are captured correctly and by the deadlines on external systems suchas Je-S (which is used by UK Research & Innovation, UKRI).
• Ensure financial and progress reports are provided to UKRI funders via Je-S.
• Provide support to and represent the School/Faculty at relevant committees, meetings andevents as appropriate.
• Contribute to the production of materials for PGR students including School onlinehandbooks (as appropriate), programme materials and descriptions, ensuring that allmaterials are consistent with those provided by the Faculty and institution.
• Engage with local and University networks to ensure up-to-date knowledge of internalpolicy and procedures.
• Understand and be able to signpost to other support available to PGR students (e.international, well-being and mental health).
• Provide administrative support for Centres for Doctoral Training where required and agreedwith the Doctoral School.
• Carry out other duties, commensurate with the grade and remit of the post and providecover in other Schools as may be required.

Criteria

Stage(s) assessed at

Educated to A Level standard (or equivalent experience)

Application

Excellent interpersonal and customer service skills with experience of responding

efficiently and effectively to queries.

Interview/Application

Ability to communicate effectively with staff and students in person and in writing

Interview/Application

Ability to deal sensitively with students and staff from a wide variety of cultures

Interview/Application

Ability to manage own workload in consultation with colleagues, and meet planned deadlines as well as unscheduled

tasks

Interview/Application

Ability to work on own initiative, recognizing when to refer matters to senior colleagues

Interview/Application

Proven IT skills, with experience of working with Microsoft packages, Google packages, email and the internet

Interview/Application

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

Interview/Application

Ability to manage sensitive and confidential information appropriately.

Interview/Application/ Test

Ability to work effectively within a team, developing positive relationships with others and assisting others to achieve objectives.

Interview/Application

Excellent event organisation skills, with the ability to manage events and meetings targeting internal and external stakeholders.

Interview/Application

An understanding of the education sector and of the key issues affecting higher education.

Application

Further information
Line manager: Senior PGR Officer
Direct reports: N/A
For informal enquiries about this job contact Dr Monica Latham, Engineering Doctoral School Manager: on [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 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.

Next steps in the recruitment process:

The recruitment process will consist of an interview. We will inform candidates if they have proceeded to the next stage in due course. Contact Dr Monica Latham if you require any reasonable adjustments.

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) withthe 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 andpersonal 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; integratedwith 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.

Closing Date :30/11/2026

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.

The University of Sheffield
Western Bank
Sheffield
S10 2TN
[phone]