Job Description

Job Title:

Postgraduate Support O?icers

Posting Start Date:

22/10/2025

Job Id:

1761

School/Department:

Faculty of Engineering

Work Arrangement:

Part Time (Hybrid)

Contract Type:

Permanent

Salary per annum ():

27,319.00 - 33,951.00

Closing Date:

05/11/2025
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

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 o?icers 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 O?icer and additional PGR Support O?icers. 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 sta? 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.

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 that students meet milestones on time, reporting data to the Faculty Doctoral School Manager. Support the PGR application process, working closely with central admissions and School PGR Leads to support the central initial assessment, directing relevant queries to academic supervisors, ensuring interviews are arranged and conducted, recording decisions, communicating with applicants, and supporting compliance with the University?s PGR recruitment 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 for new students. Make arrangements for a variety of progress milestones, such as organising venues and attendees for confirmation reviews or oral examinations, ensuring these are compliant with the University?s regulations and standards. Advise on the application of the University?s Code of Practice for PGR degrees and other procedures, including liaising with Professional Services. Support the administration of internal and external scholarship processes and applications for PGR studentships. Update and maintain appropriate University, Faculty and School systems and databases, to provide an ongoing record of PGR and research activity. Support the administration of financial activities relating to the setup of funding forms and processing of RTSGs. Ensure student details are captured correctly and by the deadlines on external systems such as 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 and events as appropriate. Contribute to the production of materials for PGR students including School online handbooks (as appropriate), programme materials and descriptions, ensuring that all materials are consistent with those provided by the Faculty and institution. Engage with local and University networks to ensure up-to-date knowledge of internal policy and procedures. Understand and be able to signpost to other support available to PGR students (e.g. international, well-being and mental health). Provide administrative support for Centres for Doctoral Training where required and agreed with the Doctoral School. Carry out other duties, commensurate with the grade and remit of the post and provide cover in other Schools as may be required.

Person Specificati

on

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 or desirable

Stage(s) assessed at

Educated to A Level standard (or equivalent experience)


Essential


Application


Excellent interpersonal and customer service skills with experience of responding e?iciently and e?ectively to queries.


Essential


Interview / Application


Ability to communicate e?ectively with sta? and students in person and in writing


Essential


Interview / Application


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


Essential


Interview / Application


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


Essential


Interview / Application


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


Essential


Interview / Application


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


Essential


Interview / Application


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


Essential


Interview / Application


Ability to manage sensitive and confidential information appropriately.


Essential


Interview / Application


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


Essential


Interview / Application


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


Essential


Interview / Application


An understanding of the education sector and of the key issues a?ecting higher education.


Desirable


Application

Further Information

Grade

5

Salary

27,319 - 31,236,

with potential to progress to 33,951

Work arrangement

Hybrid

Duration

Open ended at 0.8 FTE

Line manager

Senior PGR Support Officer

Direct reports

N/A

Our website

https://sheffield.ac.uk/engineering

For informal enquiries about this job contact Rebecca Milner, rebecca.milner@sheffield.ac.uk

Next steps in the recruitment process

It is anticipated that the selection process will take place w/c 17th or 24th November which will consist of an in person interview. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Matthew Jacobs on matthew.jacobs@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.

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.