Personal Assistant & Departmental Support Officer

Personal Assistant & Departmental Support Officer

Location: Sheffield

Employment type: Full time (Hybrid), Permanent.

Salary: £27,319 – £33,951 per annum.

Overview

Support the Assistant Director of Research Partnerships & Innovation / Director Regional Engagement and Innovation in diary management, meeting coordination, and departmental support tasks.

Main duties and responsibilities

• Proactively manage the diary of the Assistant Director, coordinating with other PAs and teams.
• Organise and coordinate meetings, events, workshops and social activities for internal and external stakeholders.
• Provide full committee servicing, including scheduling, documentation, minute‑taking, and follow‑up on actions.
• Support department facilities management – reporting building faults, purchasing IT equipment, reviewing office space usage.
• Act as a member of the Health & Safety Committee and DSE assessor.
• Build relationships with academic and professional staff and external partners to deliver effective support.
• Assist recruitment and induction of new staff, advise on use of university systems, and place orders for catering.
• Prepare requisitions, purchase orders, sales invoices in line with university financial directives.
• Work flexibly to meet prioritised administrative needs across RPI.
• Continuously develop professional skills.
• Carry out other duties commensurate with the post.

Qualifications

• Previous experience in a Personal Assistant role in any workplace context.
• Knowledge of standard office procedures or relevant qualifications.
• Ability to plan, prioritise and deliver tasks independently while collaborating with a small team.
• Experience supporting senior colleagues with diary management and future work planning.
• Experience organising and delivering meetings and events such as workshops or focus groups.
• Ability to collaborate with colleagues beyond the department to share best practice and improve processes.
• Proactive collaboration and flexibility in planning resources for short-, medium- and long‑term plans.
• Experience responding to queries and providing advice tailored to stakeholders.
• Experience contributing to work beyond one’s own role.

Desirable

• Experience working in a large complex organisation.
• Experience of Health & Safety or DSE assessment.

Benefits

• Minimum of 38 days annual leave (pro‑rate) with option to purchase more.
• Flexible working opportunities – hybrid model.
• Generous pension scheme.
• Range of staff discounts on shopping, food and travel.
• Staff networks and peer support.
• Recognition awards.
• Development access to learning and mentoring schemes.
• Family‑friendly policies: paid time off for parenting, caring, menopause support, fertility treatment and more.

Other

We are a Disability Confident Employer.

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

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