Job Description

Job Title:

Personal Assistant to the School Executive Board

Posting Start Date:

22/10/2025

Job Id:

1381

School/Department:

Vice Chancellor's Office

Work Arrangement:

Full Time (Hybrid)

Contract Type:

Permanent

Salary per annum ():

26,942 - 30,805

Closing Date:

04/11/2025
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

We have 7 vacancies across the School of English, Schoof of Law;part time working 24.5 hours, School of Eletcrical and Electronic Engineering, Faculty of Science; part time 21 hours per week, School of Mathermatical and Physical Sciences, School of Biosciences;21 hours per week and fixed-term to cover maternity, and the School of Politics, International Relations and Sociological Studies; part time 21 hours per week . Final placement will be confirmed following interviews.



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. (Optional - depending on School) 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.

Criteria

Essential or desirable

Stage(s) assessed at

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


Essential


Application/interview


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.


Essential


Application/interview

Further Information

Grade

5

Salary

26,942 - 30,805 (per annum, pro rata for part-time)

Work arrangement

Full-time and Part-time roles available (depending on School)

Line manager

Executive Assistant to the Head of School

For informal enquiries about this job contact Hannah Chappell-Stokes: on h.chappell-stokes@sheffield.ac.uk

Next steps in the recruitment process

To be confirmed as appropriate. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Jennie Gladwin on

j.m.gladwin@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; integrated with our 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.
Closing Date : 04/11/2025





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.