Job Description

Job Title:

Office Administrator & PA

Posting Start Date:

12/10/2025

Job Id:

1546

School/Department:

Global Engagement

Work Arrangement:

Full Time (Hybrid)

Contract Type:

Fixed-term

Salary per annum ():

27,319.00

Closing Date:

24/10/2025
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.

Overview:

Working in the Global Engagement's Department Support Team, this post presents an exciting opportunity for an organised, enthusiastic person to support the delivery of the University's International Strategy through a range of administrative and support activities.

The post holder will provide PA support to the Associate Director of International Recruitment with a particular focus on support activities related to the International Recruitment team. In addition, the post holder will provide administrative assistance to the Departmental Manager to deliver a wide range of support activities to the Department.

Previous relevant experience in a PA or similar role will be required, along with highly developed IT skills. Applicants should be resilient, accurate under pressure and have a keen eye for detail with the ability to handle confidential information appropriately. Strong organisational skills along with excellent communication.

Main duties and responsibilities:

Personal Assistant to the Associate Director of International Recruitment. Diary management (using Google Calendar) - arrange meetings, organise attendance at internal and external events. Enquiry handling - act as first point of contact for enquiries to the Associate Director of International Recruitment and filter issues and queries promptly. Secretarial support - prepare and circulate papers for meetings/events (arrange room bookings, equipment/catering and if necessary produce comprehensive minutes/notes). Plan and organise travel, including itineraries (locally, nationally and internationally). Support the Departmental Manager with day-to-day administrative/clerical activities. This may include diary management, arranging and servicing meetings, booking rooms/catering and organising travel. In the absence of the Departmental Manager, provide PA support to the Director of Global Engagement. Provide secretarial support for Global Engagement Committee Meetings as required. Administer arrangements for senior level inbound/outbound institutional visits and events,developing detailed agendas/itineraries, making bookings, circulating briefing documents and liaising with stakeholders. Manage and monitor the GE Admin inbox, prioritising urgent requests. Administer staff recruitment activities via the eRecruitment system. Organise, implement inductions for new staff, and administer actions for leavers. Process requisitions and raise purchase orders, process and reconcile supplier invoices (resolving any payment queries) and raise sales invoices. Process corporate credit card expenditure and expense claims. Produce regular and ad-hoc budget reports to monitor expenditure. Oversee financial administration for the South East Asia Office (SEAO) and staff in our China, India, USA, Indonesia and Nigeria team.Liaising with regional staff and finance colleagues. Act as the main point of contact for all finance queries/issues and liaise with finance colleagues as needed. Maintain financial administration for annual staff events. Monitor and maintain access to the department's shared drive. Liaise with IT Service Colleagues to monitor and maintain the IT inventory and the Information Asset Register. Support the Departmental Health & Safety Officer to implement the University's H&S regulations within Global Engagement. Manage the stock and supply of departmental stationary & promotional supplies. Act as Telephone Liaison Officer (TLO). 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.
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 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.

Criteria

Essential/ Desirable

Assessment Stage

Educated to at least GCSE level, including C grades in Maths and

English (or equivalent).

Essential

Application

Knowledge of standard office procedures gained through previous work experience in an office environment.

Essential

Application

Well-developed IT skills including Microsoft Office applications (Word, Excel and PowerPoint), Google Suite and the use of email, electronic diary systems and the internet.

Essential

Application

Previous experience in a PA role including experience providing secretarial support for internal/external meetings and committees.

Essential

Application

Experience of working in a Higher Education environment.

Desirable

Application

Experience of processing financial transactions and working with

financial information/procurement/reports/systems (e.g. SAP).

Essential

Application

Experience of organising and/or supporting events.

Essential

Application

Excellent customer service skills with the ability to communicate effectively and with confidence (both verbally and in writing) with students, staff and external contacts (based around the world) at all levels with a keen sense of intercultural awareness.

Essential

Interview

Ability to work individually and as part of a team, developing positive relationships with others and assisting colleagues to achieve team objectives.

Essential

Interview

Ability to deal with issues of confidentiality.

Essential

Application

Excellent organisation skills along with the ability to maintain a high level of accuracy and attention to detail.

Essential

Application

Ability to assess and organise priorities and to plan and progress

work activities, including delivering to tight timescales.

Essential

Interview

Further Information:

Grade

5

Salary

27,319 - 31,236 per annum

Work arrangement

Full-time

Duration

Fixed term - 12 months (maternity cover)

Line manager

Departmental Manager & PA to the Director of Global Engagement

Direct reports

N/A

Our website

https://sheffield.ac.uk/global


For informal enquiries about this job contact Joanne Elson, Departmental Manager & PA to Director of Global Engagement: on j.elson@sheffield.ac.uk or on 0114 2229611

Next steps in the recruitment process:

It is anticipated that the selection process will take place on Wednesday 22nd October. This will consist of a task (which will be given on the day) and an interview with the panel. We plan to let candidates know if they have progressed to the selection stage on the 15th October. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact j.elson@sheffield.ac.uk.

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 38days 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
+ support for those going through the menopause
+ paid time off and support for fertility treatment
+ and more





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.