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

Based in the Rotunda, part of the prestigious Firth Court Building in which the offices of the President & Vice-Chancellor and other members of the University Executive Board are based, you will play a key role in the Research and Innovation support team. Working alongside the current PA to the R&I team, this shared role directly supports the Vice-President for Research and Innovation, Deputy Vice-President for Research and Deputy-Vice President for Innovation.

The office forms part of a wider group of executive support staff who between them support the work of the President & Vice-Chancellor, the Chief Operating Officer, the Chief Finance Officer and the Vice-President for Education. Close working with other executive support colleagues within this wider team is essential.

The role requires strong team working skills with a high level of written and oral communication skills, proficient in a range of IT software with excellent organisational, diplomacy and customer service skills. You will have the autonomy to co-ordinate your own workload, balance priorities, and the ability to work quickly to meet tight deadlines, manage conflicting priorities and take responsibility for coordinating and organising events and visits.

Main duties and responsibilities

• Provide professional, comprehensive and confidential PA support, including complex and effective diary management, meeting coordination and travel arrangements to the VPRI, DVPR and DVPI.
• Manage email inboxes - ensure emails requiring immediate attention are highlighted to the VPRI and DVPI. Where appropriate, drafting responses, and passing on communication or queries to other colleagues within the university ensuring timely follow-up.
• Prepare, format and quality-assure briefing papers, agendas, presentations, reports and interview schedules.
• Coordinate and support meetings related to research and innovation governance, including senior committees, boards and working groups.
• Prepare draft documents, presentations, agendas, collate papers, track actions and ensure follow-up on decisions.
• Support the organisation of high-level events, away days and strategic planning sessions.
• Manage preparations for visits by the VPRI, both in the UK and overseas. Book and create detailed itineraries and travel arrangements for the VPRI, DVPR, DVPI and other members of the visiting party. Ensure arrangements are co-ordinated with those of other Executive staff.
• Organise visits to the university and other associated events which are of strategic importance to the university and where external visitors have complex itineraries and requirements and demand a high level of customer care.
• Undertake financial administration duties including the processing of expenses, purchase orders, coding up of Barclaycard transactions for the VPRI and DVPI, and other administrative tasks in line with university procedures.
• Support all administrative aspects of the VPRI’s Office including; appropriate filing systems; archiving; estates matters; IT matters; HR matters; and welcoming guests and visitors.
• As required, liaise with colleagues in the Office of the President & Vice-Chancellor to ensure the smooth and efficient running of the Rotunda on a day to day basis and provide a high level of customer care for all visitors.
• 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 are 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 on either w/c 09 or 16 March 2026. This will consist of an Interview and a possible test. We plan to let candidates know if they have progressed to the selection stage on the week commencing 02 March 2026. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Dawn Stewart

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; 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

Closing Date : 01/03/2026 

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.