At a Glance
- Tasks: Support senior staff with diary management, meetings, and departmental operations.
- Company: Join the University of Sheffield, a diverse and world-class institution.
- Benefits: Competitive salary, training provided, and opportunities for professional development.
- Other info: Flexible work arrangements and a supportive team culture.
- Why this job: Make a real impact while gaining valuable experience in a dynamic environment.
- Qualifications: GCSEs in English and Maths, plus experience as a Personal Assistant.
The predicted salary is between 27319 - 31236 € per year.
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.
There are two main aspects to this role:
- Support the Assistant Director of Research, Partnerships and Innovation (RPI)/Director Regional Engagement and Innovation with diary management, organising and supporting meetings and events, coordinating with other PAs to prioritise and schedule a range of activities.
- Be a member of the RPI support team, working with others on a range of areas which support the whole department, e.g. acting as first point of contact for operational queries and supporting our processes relating to finance, recruitment, induction and Health & Safety. Training will be provided.
Main Duties and Responsibilities
- Proactively manage the diary of the Assistant Director of RPI / Director Regional Engagement and Innovation, working closely with other PAs and teams both within and external to the organisation, ensuring they are able to deliver their objectives efficiently.
- Work with discretion, respecting confidentiality, data protection and other relevant aspects of supporting senior staff.
- Organise and coordinate meetings, events, workshops, social activities for University colleagues and external stakeholders and funders, taking a measured and collaborative approach.
- Undertake full committee servicing, including scheduling, production of documentation, taking minutes and ensuring actions are followed up in an appropriate time‑frame.
- Support the wider department facilities management duties, including reporting building faults, purchasing IT equipment and reviewing office space usage.
- Be an active member of the department Health & Safety Committee, including acting as DSE (Display Screen Equipment) Assessor for the team (training will be provided).
- Build strong, productive relationships with academic and professional service colleagues and external stakeholders to ensure appropriate and effective support is provided.
- Work as part of a wider team providing operational assistance for Research, Partnerships and Innovation. This includes assisting with the recruitment and induction of new staff, advising colleagues on policies for use of relevant university systems, placing orders for catering, etc.
- Prepare accurate requisitions, purchase orders, sales invoices etc. in accordance with the University's financial directives (training will be provided).
- Work flexibly when needed so that priority administration needs are met across RPI.
- Proactively develop skills, undertaking continual professional development.
- Carry out other duties, commensurate with the grade and remit of the post.
Person Specification
- G.C.S.Es at Grade C or above; including English and Maths (or equivalent) – Essential – Application
- Previous experience in a Personal Assistant role in any workplace context – Essential – Application
- Knowledge of standard office procedures through relevant qualifications, or work experience in an administrative role – Essential – Application
- Ability to plan, prioritise and deliver your own tasks, and collaborate with a small team to agree distribution of and deliver shared tasks. – Essential – Application / Interview
- Experience of assisting senior colleagues in planning and prioritisation of future work, making proactive decisions regarding diary management – Essential – Application / Interview
- Experience of planning, organising and efficient delivery of meetings and events such as workshops or focus groups – Essential – Application / Interview
- Ability to proactively collaborate with colleagues within and beyond the department to plan events and meetings, to share best practice and to develop improved processes and approaches to work – Essential – Application / Interview
- Ability to organise resources effectively for short, medium and long term plans, considering the impact that decisions may have on workload, objectives and outcomes for self and others, and remaining flexible in the face of competing plans – Essential – Application / Interview
- Experience of responding to queries and providing advice based on information unique to each given situation by applying knowledge drawn from similar situations in order to resolve queries from all stakeholders. – Essential – Application / Interview
- Citizenship: Experience of contributing to the work of an organisation beyond your own role. – Desirable – Application
- Experience of working in a large complex organisation. – Desirable – Application
Further Information
- Grade: 5
- Salary: £27,319 to £31,236 (potential to progress to £33,951)
- Work arrangement: Full‑time
- Line manager: Team Support Manager
- Direct reports: N/A
- Our website: https://staff.sheffield.ac.uk/rpi
- Contact: Feel free to contact Stephanie Riley at stephanie.riley@sheffield.ac.uk for informal enquiries.
Equal Opportunities
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.
Personal Assistant & Departmental Support Officer in Sheffield employer: Diversity Dashboard
The University of Sheffield is an exceptional employer that prioritises the well-being and development of its staff. With a commitment to diversity and inclusion, employees benefit from a supportive work culture, comprehensive training opportunities, and the chance to engage in meaningful projects that impact the community. Located in a vibrant city, the university offers a collaborative environment where personal and professional growth is encouraged, making it an ideal place for those seeking a rewarding career in academia.
StudySmarter Expert Advice🤫
We think this is how you could land Personal Assistant & Departmental Support Officer in Sheffield
✨Tip Number 1
Network like a pro! Reach out to current or former employees at the University of Sheffield on LinkedIn. A friendly chat can give you insider info and maybe even a referral!
✨Tip Number 2
Prepare for the interview by researching the department's recent projects and initiatives. Show us that you're genuinely interested in how you can contribute to the RPI team!
✨Tip Number 3
Practice your responses to common interview questions, especially around diary management and event coordination. We want to see how you handle real-life scenarios!
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and show us that you’re keen on the role.
We think you need these skills to ace Personal Assistant & Departmental Support Officer in Sheffield
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your application to highlight how your skills and experiences align with the role of Personal Assistant & Departmental Support Officer. We want to see how you can support our team effectively!
Showcase Your Organisational Skills:Since this role involves diary management and event coordination, be sure to provide examples of how you've successfully organised meetings or events in the past. We love seeing your planning prowess!
Be Clear and Concise:When writing your application, keep it straightforward and to the point. Use clear language to convey your experiences and qualifications, as we appreciate clarity in communication.
Apply Through Our Website:Don’t forget to submit your application through our official website! It’s the best way for us to receive your details and ensures you’re considered for the role. We can’t wait to hear from you!
How to prepare for a job interview at Diversity Dashboard
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Personal Assistant & Departmental Support Officer. Familiarise yourself with diary management, event coordination, and the importance of confidentiality. This will help you answer questions confidently and show that you're genuinely interested in the role.
✨Showcase Your Organisational Skills
Be prepared to discuss specific examples of how you've successfully managed multiple tasks or events in the past. Highlight your ability to prioritise and collaborate with others, as these are key aspects of the job. Consider bringing a portfolio of your previous work to demonstrate your organisational prowess.
✨Build Rapport with Interviewers
During the interview, focus on building a connection with your interviewers. Ask insightful questions about their experiences at the University of Sheffield and express your enthusiasm for working in a diverse environment. This will help you stand out and show that you're a team player who values collaboration.
✨Prepare for Scenario-Based Questions
Expect to face scenario-based questions that assess your problem-solving skills and ability to handle operational queries. Practice responding to hypothetical situations related to diary management or event planning. This will help you articulate your thought process and demonstrate your proactive approach to challenges.
