Personal Assistant (Academic)

Personal Assistant (Academic)

• Company website link ‒ https://www.sheffield.ac.uk

• Company name ‒ The University of Sheffield

• Location ‒ Sheffield

• Postal Code ‒ S10 2TN

• Region ‒ South Yorkshire

• Company Office local Address ‒ University House, Western Bank, Sheffield, S10 2TN

• Contact info ‒ +44 114 222 0000

• email address ‒ hr@sheffield.ac.uk

• Country ‒ United Kingdom

• Job Average Salary rate ‒ £27,319-£30,378 per year

• Currency ‒ GBP

Job description

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

Excerpt from the official job listing
See full job description from the company website.

Job Summary

The University of Sheffield seeks a Personal Assistant (Academic) to support senior academic staff. You will manage calendars, organise meetings, prepare documentation, assist with research administration, and liaise with internal and external stakeholders to ensure smooth operation of academic functions.

About Us

We deliver world-class education, innovation, and research while enriching our global reputation. The University of Sheffield fosters academic excellence, critical thinking and social impact. Our community comprises staff and students from diverse backgrounds who share values of integrity, inclusion and curiosity. We value rigorous scholarship, collaborative work, and continuous improvement.

Culture & Work Environment

We cultivate a collegial academic environment where transparency, professionalism, and mutual respect matter. Staff collaborate across faculties, uphold scholarship and support learning. You will work in a setting that balances autonomy with collective responsibility, structured guidance with intellectual freedom.

Why Work With Us

You will shape academic activity and support faculty leaders in meaningful work. You benefit from professional development, competitive salary, and strong institutional prestige. You gain exposure to research administration, policy, and governance while working in an intellectually varied and respected university.

Key Responsibilities

• Manage diaries, schedules and travel arrangements for academic leadership.

• Organise meetings, prepare agenda and minutes.

• Facilitate research, teaching and committee documentation.

• Coordinate correspondence with internal departments and external partners.

• Support project coordination and monitoring academic tasks.

Key Qualifications

• Experience in senior administrative or PA role, preferably in higher education.

• Strong organisational skills and capability to prioritise multi-task workload.

• Excellent written and verbal communication.

• Discretion with confidential information.

• Proficiency with office software (e.g. Microsoft Office, scheduling tools).

Benefits & Perks

• Competitive salary and pension scheme.

• Access to training, workshops and career development.

• Generous holiday and leave entitlements.

• Hybrid or flexible working arrangements where possible.

• Membership to university facilities, networks, and recognition schemes.

Location Insights

Situated centrally in Sheffield, the university offers excellent transport links, nearby amenities, cafes and cultural venues. The campus blends modern and historic architecture, providing inspiring workspaces and collaborative facilities.

Summary Table Category Detail Role Personal Assistant (Academic) Salary £27,319-£30,378/year Work Type Full-time, office-based with some flexibility Key Skills Organisation, discretion, communication, software literacy Perks Development, flexibility, institutional prestige Common Interview Questions and Tips

How have you managed competing priorities in an academic setting? Tip: Illustrate time management and proactive planning.

Describe experience supporting research or committee work. Tip: Cite specific examples of documentation and coordination.

How do you handle confidential or sensitive information? Tip: Show trustworthiness and discretion.

Which software tools do you use for scheduling and document preparation? Tip: Mention specific platforms and proficiency.

Why are you interested in working in a university environment? Tip: Express appreciation for academic mission and service.

Market-Based Salary Overview and Analysis

Personal Assistant roles in UK academia typically pay between £25,000 and £35,000 per annum, depending on seniority and duties. The offered range aligns with sector standards, reflecting responsibilities including diary management, research support, and stakeholder communication.

Disclaimer

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Join The University of Sheffield as a Personal Assistant (Academic), supporting senior faculty and advancing your administrative career within a leading academic institution.

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