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 (opens in a new window) and join us to become part of something special.

Overview

An exciting opportunity has become available for an administrator, preferably with experience of working in a research/academic/education environment, within the Discovery Medicine North Doctoral Training Partnership (DiMeN DTP).  Our training partnership comprises the five large civic universities at Leeds, Liverpool, Newcastle, York and Sheffield. This partnership aims to create a distinctive environment for the support and training of Medical Research Council (MRC) funded PhD students across our partner institutions.

You will work closely with the Doctoral Training Programme manager to ensure the smooth day-to-day operation of the programme.  The post requires excellent organisational skills and a high level of attention to detail throughout the project cycle including administrative support for student recruitment processes, managing databases, maintaining regular communications with stakeholders, and supporting the organisation of online and in-person training events. 

You will be a very competent user of the Google packages and Microsoft Office suite, have experience of handling large databases, and experience with budgets and finance. You will possess a positive attitude, work with a high level of accuracy, have excellent record keeping skills and the ability to work to tight timescales while managing the conflicting demands of the project.

Main duties and responsibilities

• Responsible for providing all necessary administrative support to ensure the efficient day-to-day operation of the DiMeN DTP, including maintaining databases, responding to inbox queries and updating the website.

• Assist in timely and accurate response to information requests from all stakeholders, including applicants, current students, supervisors and the MRC
   
• Assist the manager in operational aspects of project selection and student recruitment such as managing data, keeping accurate records, collating information for evaluation and reporting.
   
• Complete and maintain accurate student records, including attendance at events, cohort information, funding awards. Liaising with partner Universities for data where necessary.

• Schedule management board and committee meetings. Record and circulate accurate minutes for meetings.
   
• Support the manager and Finance teams in managing finance by maintaining accurate budget records, raising requisitions and processing student expense forms.

• Manage the day to day running of the Flexible Supplement award scheme. Processing funding applications for review by panels, updating students on progress, and liaising with Finance teams and other ROs on successful awards. 

• Monitor and update the DiMeN DTP web pages and social media channels, in conjunction with the student publicity officers.

• Provide regular and ad hoc information, both written and verbal, to the DTP students, supervisors, Management Board members and funders, to include: reports, updates, guidance, databases information. 

• As a member of our Professional staff you will be expected to demonstrate a commitment to the professional behaviours set out in the Sheffield Professional Framework. Please follow this link for further information: Sheffield Professional Framework.

• Carry out other duties, commensurate with the grade and remit of the post

Person Specification

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 criteria

• Educated to A-level standard (or equivalent qualifications/ work experience). Assessed at: application
   
• Excellent organisational skills and the ability to plan workload. Assessed at: application, interview and interview task.
   
• Effective communication skills, both written and verbal. Assessed at: application and interview and interview task
   
• Practical experience of working with finance and/or budgets and excellent standard of numeracy. Assessed at application and interview

• Excellent customer service skills, with experience of responding efficiently and effectively to a high volume of email and phone enquiries. Assessed at application and interview

• Excellent IT skills, with substantial experience in using Microsoft Office and Google packages, with the ability to learn, adapt and use new software applications. Assessed at application and interview
   
• Experience of and aptitude for, working with systems and databases, including accurate data entry and basic data reporting. Assessed at application and interview.
   
• Ability to concentrate and work methodically on routine tasks while maintaining a high degree of accuracy. Assessed at application
   
• Ability to deal with sensitive and confidential information in line with the University’s policies and procedures.  Assessed at application
   

Desirable criteria
 

• Experience of utilising the University’s IT systems, including SAP.  Assessed at application

• Experience of working in a research support/postgraduate support environment within the higher education sector. Assessed at application. 

Further Information
 

Grade: 5

Salary: £26,942 £30,805 pro-rata

Work arrangement: Part-time, working 17.5 hours per week, working days to be agreed with the successful candidate

Duration: Available with immediate effect.  Fixed term until September 2030

Line manager: DiMeN DTP Manager, Faculty of Health

Direct reports: None

Our website: www.dimen.org.uk

For informal enquiries about this job contact
Claire Wilkinson, DiMeN manager: on c.h.wilkinson@sheffield.ac.uk

Next steps in the recruitment process

It is anticipated that the selection process will take place on 12th or 13th June. This will consist of an interview with an interview task. We plan to let candidates know if they have progressed to the selection stage on the week commencing 9th June. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact foh-staffing@sheffield.ac.uk

Our vision and strategic plan

We are the University of Sheffield. This is our vision: sheffield.ac.uk/vision (opens in new window).
 

What we offer

• A minimum of 38 days annual leave including bank holiday and closure days (pro rata) 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.
• A variety of staff networks, providing opportunities for social interaction, peer support and personal development (for example, Race Equality, LGBT+, Women’s and Parent’s networks).
• Recognition Awards to reward staff who go above and beyond in their role.
• A commitment to your development access to learning and mentoring schemes; integrated with our Professional Services Shared Skills Framework
• A range of generous family-friendly policies
  • paid time off for parenting and caring emergencies
  • support for those going through the menopause
  • paid time off and support for fertility treatment
  • and more

More details can be found on our benefits page: sheffield.ac.uk/jobs/benefits (opens in a new window).

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.

We are a research university with a global reputation for excellence. Our ideas and expertise change the world for the better, making a real difference to society. We know that when people come together with different views, approaches and insights it can lead to richer, more creative and innovative teaching and research and the highest levels of student experience. Our University Vision (www.sheffield.ac.uk/vision) outlines our commitment to building a diverse community of staff and students that recognises and values the abilities, backgrounds, beliefs and ways of living for everyone.