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 seeking to appoint a Personal Assistant, providing high quality administrative and clerical support to Professor Janet Brown, in her academic role as an oncologist in the Division of Clinical Medicine. The Division of Clinical Medicine delivers world leading research and teaching in a dynamic and exciting research environment. Our vision is to achieve research excellence and impact by translating scientific discoveries into meaningful advances that can benefit our patients and the general population.

As a member of the Division’s administrative support team, you will be an enthusiastic and hard-working individual and committed to supporting the work of the administrative team.

You will have excellent IT skills, including experience of using Microsoft Office. Excellent communication and interpersonal skills are essential, along with outstanding customer service skills and the ability to work flexibly.

Main duties and responsibilities

• Offer 1:1 administrative and secretarial support as a Personal Assistant (PA) to a designated member of academic staff (Professor Janet Brown), which includes providing assistance with organisation of academic meetings (research and teaching) including diary management, setting up meetings, taking notes, typing up and keeping accurate records. (Please note that this post will not include support for Professor Brown’s clinical role, which is provided separately by the NHS).
• Deal with correspondence and draft responses in a timely and efficient manner on behalf of Professor Brown.
• Manage sensitive and confidential information being mindful of information governance and GDPR requirements. Identify and implement electronic systems and tools to enhance the operation of the designated Academics activities and office.
• Assist with teaching preparation by helping with the production, correcting and formatting of PowerPoint presentations.
• Act as point of contact dealing with enquiries from within the University, funding bodies, NHS organisations and other academic institutions. 
• Process the credit card transactions in line with the University's financial regulations and produce purchase requisitions as required.
• Ensure that communication is robust and timely, sharing information as appropriate with the correct staff as required.
• Organise UK and international travel, including transport, accommodation and any other arrangements necessary.
• Collate and transcribe complex information into written reports or guidelines.
• Assist with teaching and student supervision by keeping records of marking, student progress, etc , assist with completing on-line forms for submission of data and student references as well as the organisation of PhD vivas on behalf of the Academics portfolio.
• Apply discretion when dealing with confidential matters.
• 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 in October. This will consist of an interview and short written test. We plan to let candidates know if they have progressed to the selection stage within 2 weeks of the closing date. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact the staffing team at: clinmed-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.