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.

Job Description

Job Title: Research Project Administrator

Department/School: Urban Institute

Work arrangement: Part-time .5FTE

Contract type: Fixed-term until 31 March 2027 / Hybrid 

Salary range: £26,942 - £30,805 per annum pro-rata.

Advertising length (weeks): 4 weeks

Overview

The University of Sheffield is seeking to appoint a talented and highly motivated administrator to support a number of research projects and activities hosted by the Urban Institute. 

You will provide administrative support to a number of research projects and activities hosted by the Urban Institute, working closely with the Research Programme Manager, academic and University-wide administrative colleagues as part of a team. You will be responsible for providing a high-quality administrative support service to all aspects of research. Tasks include writing up meeting notes, website updates, supporting knowledge exchange and dissemination activities, organising and supporting meetings and events, booking hospitality, travel and accommodation.  

You will possess excellent organisational, communication, prioritisation and minute taking skills, have proven administrative experience in a busy and demanding office environment, have a flexible approach to work, and be able to take responsibility for your own workload. You will need to be a proficient user of Microsoft Office Word, Excel and PowerPoint, and be able to effectively use Google Mail and Google Calendar. The ability to produce accurate work with attention to detail and to maintain a confidential approach to information, documents and data is also a prerequisite for this post. Excellent interpersonal skills are essential, as you will be required to liaise with senior colleagues across a number of research projects.

Main duties and responsibilities

• Provide high quality administration support to a wide range of research projects and Urban Institute activities.  

• Attend and service meetings, taking minutes where appropriate. Prepare and distribute agendas and minutes ensuring appropriate action points are highlighted and undertaken as appropriate. 

• Liaise effectively with colleagues across research projects who represent a diverse mix of academic, policy and practice partner organisations, as well as external stakeholders. 

• Book travel and accommodation and deal with expense claims in line with funder and University financial regulations. 

• Responsible for administration of PI’s University Barclaycard, ensuring that all expenditure is appropriate, coded correctly and in a timely manner. 

• Create and maintain the individual research project web presence and social media accounts, in collaboration with the Research Programme Manager and PIs. 

• Manage your own workload, whilst working closely with the Research Programme Manager to understand requirements. 

• Occasional complex formatting of large reports (including linked tables/figures, interactive indexes and bibliographies). 

• Maintain a record of publications and project outputs for Research Fish. 

• Assist with the organisation and support a range of research related events and activities, including conferences, workshops and stakeholder activities.

• Any other duties, commensurate with the grade 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

Grade: 5

Duration: 1st September 2025 to 31 March 2027 

Line manager: Research Programme Manager 

For informal enquiries about this job contact Dr Victoria Simpson, Research Programme Manager: on v.l.simpson@sheffield.ac.uk or on 07753 434648

Next steps in the recruitment process

It is anticipated that the selection process will take place within two weeks of the closing date. This will consist of an interview. We plan to let candidates know if they have progressed to the selection stage on the week commencing 27th October. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process you can contact Vicky Simpson on v.l.simpson@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.