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

We are looking for an experienced administrator to support the Head of Student Registry in Student & Academic Services. You will provide comprehensive personal assistance and administrative support to the Head and their management team. 

With a team of 70 staff, the Head of Student Registry plays a critical role in ensuring the smooth and efficient operation of student-related administrative processes across the University. 

You will also be part of the Student & Academic Services Business Support Team; a dynamic, driven, and experienced team with a broad knowledge base and varied skill set. The team supports administrative, HR, recruitment, health and safety and financial operations across a department of 400+ staff. The team works together to maintain policies, processes, principles and standards across each of their respective sections. 

Jointly reporting to the Head of Student Registry and Business Support Team Leader, you will be responsible for the implementation of sound and efficient office administration practices. You will have substantial experience of office administration including experience of providing personal assistance to a senior manager. You will have excellent communication skills and excel at working with others.

Main duties and responsibilities

• Provide a full Personal Assistant (PA) service including: diary management, document management, answering email and telephone enquiries, servicing meetings, crafting communications and arranging events.

• Independently plan and prioritise work; making judgements in the absence of senior staff as appropriate.

• Arrange and attend meetings, take minutes and support the development of processes and procedures relating to the overall management of Student Registry (and wider team if required).

• Triage and take responsibility for queries and requests; ensuring that those requiring immediate attention are dealt with, and where appropriate directing on to colleagues within the University.

• Lead on finance & procurement processes including: raising Purchase Orders, act as Checker and Approver for staff expense claims; purchasing card responsibility (acting in line with financial guidelines). 

• Maintain an accurate record of office expenditure and work alongside the Head of Student Registry to manage and monitor budgets.

• Lead on staff recruitment activities and induction of new staff and provide guidance to managers and staff relating to HR processes and procedures. 

• Deal with a range of confidential issues, including those related to senior colleagues, staff and students, recognising the sensitivity and importance and ensuring that they are responded to accordingly and that confidentiality is maintained throughout.

• Make arrangements for travel; booking and creating detailed itineraries and travel arrangements.

• Provide administrative assistance on a range of projects.

• Organise senior management and staff events e.g. high profile visits, training sessions and away days.

• Work with other PAs and Business Support Officers/Administrators across S&AS to develop shared practice and implement consistent processes throughout the department.

• Liaise with the Estates & Facilities Management team to maintain the office workspace and resolve any issues.

• 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.

Further Information

Next steps in the recruitment process

It is anticipated that the selection process will take place week commencing 5th January 2026. This will consist of an interview and a test. We plan to let candidates know if they have progressed to the selection stage on the week commencing 22nd December 2025. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact interviews@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.