Personal Assistant to School Executive Board

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. Find out more about our benefits and join us to become part of something special.

We are seeking a highly organised and proactive Personal Assistant to provide comprehensive, high‑level personal assistant support to the School Directors of Research & Innovation, Education and One University (the School Executive Board). In addition, you will act as a Recruiter in the School, coordinating the progression of recruitment activities from requisition through to appointment, as well as supporting the Executive Assistant to coordinate key School processes.

This is a pivotal role requiring discretion, excellent communication skills and the ability to manage competing priorities in a fast‑paced academic environment.

The successful candidate will have proven experience in an administrative or personal assistant role, ideally gained within a higher education or similarly complex organisational setting. You will be flexible and adaptable, with excellent IT skills and confidence in using a range of digital tools. This is a varied and rewarding role at the heart of the School’s strategic leadership, with opportunities for professional development in a supportive and collaborative working environment.

• Provide professional and confidential P.A. support to the School Directors of Research and Innovation, Education and One University.
• Effective management of the School Directors diaries, working with a high degree of autonomy to schedule meetings and appointments and handle 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 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 Success Factors system from requisition through to appointment.
• 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.

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…