Personal Assistant to School Executive Team


Company:	University of Sheffield
Salary:	Not specified
Hours:	Part-time
Location:	Sheffield, S10 2TN
Job type:	Temporary
Posting date:	22 Jul 2026
Closing date:	19 Aug 2026

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Summary

University of Sheffield

Overview

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.

- 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.

Essential criteria

- Experience of working in a secretarial/clerical/PA capacity. Interview / Application

- Ability to manage and prioritise (and reprioritise as necessary) your own work, and manage conflicting demands, requests and deadlines. Interview / Application /Test

- Excellent communication skills, both written and verbal, report writing skills and ability to communicate effectively with a wide range of internal and external contacts. Interview / Application

- Excellent customer service skills, with experience of responding efficiently and effectively to phone, email and in person enquiries. Interview / Application /Test

- Excellent team working skills, with the ability to work collaboratively and cooperatively with colleagues. Interview / Application

- Excellent IT skills, with strong experience in using Microsoft Office and/or Google drive packages. Interview / Application /Test

- Ability to develop creative approaches to problem solving, with an ability to analyse and solve problems, appreciating longer-term implications. Interview / Application

- Ability to assess and organise resources, plan and progress work activities. Interview / Application /Test

- Ability to work to a high degree of accuracy and attention to detail. Interview / Application

- Confident and professional manner, and ability to act with discretion and diplomacy, whilst maintaining confidentiality. Interview / Application

Desirable criteria

- Experience of minuting meetings . Application / Interview

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