Project Administrator UKRI FLF Research Project

The University of Sheffield; Sheffield; On-site; GBP 34,000; Part time

Job summary

A leading educational institution in Sheffield seeks a Project Administrator to provide administrative support for a fixed-term project. The role involves managing budgets, coordinating meetings and events, and liaising with stakeholders. Ideal candidates have a degree, strong project management skills, and experience in a university setting. This part-time position offers a salary of £33,951 pro rata, with a flexible working pattern.

Benefits

Competitive annual leave entitlement

Flexible working opportunities

Generous pension scheme

Wide range of discounts and rewards

Qualifications

• Experience of the University’s administrative infrastructure and project management.
• Excellent written and oral communication skills to present complex information.
• Experience working as a team member to achieve common objectives.

Responsibilities

• Provide administrative support for project management and event coordination.
• Maintain robust project administration systems for effective delivery.
• Manage budgets and liaise with financial teams.

Skills

Project Management

Budget Management

Communication Skills

Event Organisation

IT Skills

Education

Degree in a relevant discipline

Tools

Microsoft Project

Excel

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 and join us to become part of something special.

Overview

We are seeking to recruit a professional and innovative Project Administrator on a fixed‑term basis for four years from 2 February 2026.

You will provide full administrative support to this project and the project team including but not limited to: post‑award operational financial support (e.g. budget monitoring, expenses, etc.), act as key hub and events organiser (e.g. communications, catering, room booking, liaison with all stakeholders etc.), communications related to the project including publicity material, coordinate events including bookings, travel and catering arrangements, participate in and co‑ordinate project meetings, both internal and with stakeholders (this will include the preparation of agendas, minute taking, ensuring actions are recorded and followed up and production of all documentation for meetings), work collaboratively with the project team, and make sure the data management plan for the project is adhered to.

You will join a dynamic Professional Service Team in the School and will report directly to the PI Dr Sarah Frank.

The School of History, Philosophy and Digital Humanities sits within the Faculty of Arts & Humanities and combines internationally acknowledged research excellence with modern, imaginative teaching that enables our students to think for themselves and excel in the study of history, philosophy, archaeology and digital humanities.

Main Duties And Responsibilities

• Maintain robust project administration and monitoring systems for effective delivery of the project, keeping all participants informed of progress on a regular basis.
• Organise and coordinate events including but not limited to: communicate with participants, set up a date and send out invitations, arrange travel, catering, venue bookings, etc. for events in Sheffield, the UK, and abroad.
• Cultivate new relationships with potential stakeholders, develop and maintain key partnerships in the UK and abroad.
• Participate in and co‑coordinate project meetings, both internal and with stakeholders. This will include the preparation of agendas, minute taking, ensuring actions are recorded and followed up, and production of all documentation for meetings.
• Work closely with the PI to ensure that the meetings/events meet their intended aims, take responsibility for planning the events, publicising them to the relevant participants, and dealing with questions from delegates and speakers.
• Manage the budgets, liaise with the Faculty Finance Team, keep careful records of expenditure.
• Make sure the data management plan for the project is adhered to.
• Participate in the writing of the activity reports and monitoring the project’s publications: contributing to their preparation, reading and ensuring adherence to publishers’ rules, monitoring relations with publishers and translators and monitoring the data management plan; organising image rights, reproduction and translation costs.
• Provide regular financial reports, liaising with financial and research support teams within the Faculty, and using the University’s financial system to ensure that accounts are monitored and controlled within the constraints of the budget, make purchasing requisitions etc.
• Implement monitoring systems for logging the project, coordinating review process and managing and supporting appropriate budgets, events, workshops and meetings.
• As a member of our Professional Staff you will be expected to demonstrate a commitment to the professional behaviours set out in the Sheffield Professional Framework. Please follow this link for further information: Sheffield Professional Framework.
• As a member of staff you will be encouraged to make ethical decisions in your role, embedding the University sustainability strategy into your working activities wherever possible.
• Any other duties, commensurate with the grade 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 are 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.

Essential Criteria

• Have a degree in a relevant discipline or equivalent experience
• Experience of the University’s administrative infrastructure together with project management experience within university contexts
• Project Management skills, with a focus on research, including liaising with a wide variety of stakeholders from outside the University as well as with academics.
• Experience of working with data management and archiving of research and writing brief and simple research updates.
• Excellent IT knowledge and skills, including Microsoft Project, Word, Excel, Email, Google Apps, social media, internet and database packages
• Knowledge of budget management and financial reporting, related to event organisation.
• Have a high level of written and oral communication skills including the ability to present complex information in a concise user‑friendly way
• 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
• Experience of event organisation, showing attention to detail and ensuring the needs of delegates are anticipated and met
• Ability to plan, and prioritise workload to ensure objectives and deadlines are met, particularly when dealing with multiple deadlines
• An understanding of equality, diversity & inclusion principles and practices

Desirable Criteria

• Fluency in French
• Experience of working in Higher Education and/or Research Councils UK.
• Ability to develop creative approaches to problem solving and demonstrate initiative with an appreciation of longer‑term implications

Further Information

Grade: 6.3

Salary: £33,951 pro rata

Duration: Fixed‑term: 02.02.2026 - 30.11.2029

Hours of work per week: parttime 17.5 hours per week working pattern to be agreed with the line manager

Our website: https://www.sheffield.ac.uk/hpdh

What We Offer

• A fantastic range of benefits including a highly competitive annual leave entitlement
• 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
• 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 for this job you will be invited to take part in the next stage of the selection process.

Closing Date : 23/11/2025

Our vision and strategic plan

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 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.