Personal Assistant & Departmental Support Officer

Job Title: Personal Assistant & Departmental Support Officer

Department: Research Partnerships & Innovation

Location: Sheffield, United Kingdom

Employment type: Full‑time (Hybrid) – Permanent

Salary: £27,319 – £33,951 per annum (potential to progress to £33,951)

Key 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 efficient delivery of objectives.
• 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, producing 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.
• Act as an active member of the department Health & Safety Committee, including acting as DSE (Display Screen Equipment) Assessor for the team.

• Build strong, productive relationships with academic and professional service colleagues and external stakeholders to ensure appropriate and effective support.
• Work as part of a wider team providing operational assistance for Research, Partnerships and Innovation, assisting with recruitment and induction of new staff, advising colleagues on policies for use of relevant university systems and placing orders for catering.
• Prepare accurate requisitions, purchase orders, sales invoices etc. in accordance with the University’s financial directives.
• 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 – EEO Statement

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.

Essential Criteria

• Previous experience in a Personal Assistant role in any workplace context.
• Knowledge of standard office procedures through relevant qualifications, or work experience in an administrative role.
• Ability to plan, prioritise and deliver your own tasks, and collaborate within a small team to agree distribution of and deliver shared tasks.
• Experience of assisting senior colleagues in planning and prioritisation of future work, making proactive decisions regarding diary management.
• Experience of planning, organising and efficient delivery of meetings and events such as workshops or focus groups.
• 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.
• 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.
• Experience of responding to queries and providing advice based on information unique to each given situation by applying knowledge drawn from similar situations to resolve queries from all stakeholders.
• Citizenship: Experience of contributing to the work of an organisation beyond your own role.

Desirable Criteria

• Experience of working in a large complex organisation.

Benefits

• Minimum of 38 days annual leave, including bank holidays and university closure days, 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.
• Access to staff networks and peer support (including Race Equality, LGBT+, Women’s and Parent’s networks).
• Recognition Awards to reward staff who go above and beyond in their role.
• Commitment to your development – access to learning and mentoring schemes, integrated with the Professional Services Shared Skills Framework / Technical Career Route.
• Family‑friendly policies, including paid time off for parenting and caring emergencies, support for those going through menopause, support for fertility treatment, and more.

Website: https://staff.sheffield.ac.uk/rpi

Contact: Stephanie Riley – stephanie.riley@sheffield.ac.uk

Address: University of Sheffield, Western Bank, Sheffield, S10 2TN, +44 114 222 2000

#J-18808-Ljbffr…