Personal Assistant

Overview

You will be responsible for providing comprehensive, high-level personal assistant support to the Faculty Executive Team. This includes diary management, handling correspondence, committee servicing, and making travel arrangements. You will support the Faculty Executive Assistant in the delivery of key processes. You will provide a professional and welcoming reception service in the Faculty Office.

• Provide professional and confidential personal assistant support to the Faculty Executive Team.
• Act as a professional and welcoming first point of contact for the Faculty Office, directing queries as appropriate in person, by email, and by telephone.
• Effective management of the Faculty Executive Team calendars, working with a high degree of autonomy to schedule meetings and appointments, and handling meeting requests.
• Sort, distribute, and respond (or draft responses) to incoming correspondence for the School Executive Team in a timely and efficient manner.
• Service Faculty meetings as required. Request agenda items, prepare and circulate the agenda and papers, prepare and circulate minutes, and provide follow‑up on actions.
• Make travel arrangements for the Faculty Executive Team.
• Assist in the organisation of Faculty events.
• Support the Faculty Executive Assistant as required to coordinate and support Faculty processes for HR and Finance‑related administrative processes.
• Maintain information related to the Faculty Team and the Faculty Executive Team.
• Under the direction of the Faculty Executive Assistant, work to introduce new procedures and review and enhance existing procedures.
• Undertake other activities as required to ensure that all administrative activities are carried out in a timely and efficient manner, providing cover for the Faculty Executive Assistant when needed.
• Carry out other duties commensurate with the grade and remit of the post.

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: Experience of working in a secretarial/clerical/PA capacity.
• Essential: Ability to manage and prioritise (and re‑prioritise as necessary) your own work, and manage conflicting demands, requests, and deadlines.
• Essential: Excellent communication skills, both written and verbal, report‑writing skills, and the ability to communicate effectively with a wide range of internal and external contacts.
• Essential: Excellent customer service skills, with experience of responding efficiently and effectively to phone, email, and in‑person enquiries.
• Essential: Excellent team‑working skills, with the ability to work collaboratively and cooperatively with colleagues.
• Essential: Excellent IT skills, with strong experience in using Microsoft Office and/or Google Drive packages.
• Essential: Ability to develop creative approaches to problem‑solving, with the ability to analyse and solve problems, appreciating longer‑term implications.
• Essential: Ability to assess and organise resources, plan and progress work activities.
• Essential: Ability to work to a high degree of accuracy and attention to detail.
• Essential: Experience of working in a secretarial/clerical/PA capacity.

Grade: 5
Salary: £27,319 – £31,236 (potential to increase to £33,951)
Work arrangement:
Part‑time (21 hours per week), open‑ended, hybrid working.
Line manager:
Faculty Executive Assistant
Direct reports:
None
Our website:
Faculty of Science:
Contact:
For informal enquiries about this job, contact Angela Simonite, Faculty Executive Assistant at

This will consist of a task and an interview. Contact Angela Simonite, Faculty Executive Assistant, at  if you require any reasonable adjustments.

We are the University of Sheffield. This is our vision: