Executive Assistant to the Head of School

Executive Assistant to the Head of School Join to apply for the Executive Assistant to the Head of School role at The University of Sheffield. Base pay range Direct message the job poster from The University of Sheffield. Overview As Executive Assistant, you will provide executive level support to the Head of School and School Manager to ensure they are fully supported in their day‑to‑day roles and on projects and activities related to the School, Faculty and University. Due to the complexity of the Head of School’s role, it is essential that the post‑holder is able to work quickly to meet deadlines, balance competing priorities and be proactive, forward‑planning to anticipate requirements and put in place arrangements. Strong team‑working skills and excellent written and verbal communication skills are required, as is attention to detail. Much of the business of the Head of School’s office is highly confidential and sensitive and may have human resources or public relations implications, so the ability to act with discretion and sensitivity is critical. Main Duties and Responsibilities Provide professional and confidential Executive Assistant support to the Head of School and School Manager, supporting them in their day‑to‑day roles and on projects and activities related to the School, Faculty and University. Be the first point of contact for enquiries to the Head of School, dealing effectively with a wide range of enquiries and daily liaison with colleagues at all levels across the University and with external organisations. Deal with high volumes of correspondence (incoming and outgoing) on behalf of the Head of School and School Manager. Undertake diary and event management and coordination for the Head of School ensuring appropriate travel and catering arrangements are in place (also includes making arrangements for external visitors to the School as required). Support Head of School and School Manager in the drafting and preparation of correspondence, reports and presentations, undertaking some initial analysis of information and collation of materials for inclusion. Maintain document filing systems (electronic and hard copy) for critical departmental documents and logs, ensuring they are kept up to date and maintained in line with information security requirements. Support the HoD and School Manager by overseeing Human Resources related administrative processes (including resources, staff recruitment processes, SRDS organisation, academic probation organisation, academic visitor processing, mandatory training logs, etc.) for the School Office to maximise efficiency. Oversee the organisation of School events involving staff, students and visitors, including annual summer/end‑of‑year events and graduation receptions as appropriate. Provide finance support to the Head of School and School Manager, including the processing of requisitions for goods and service, and reconciliation of purchasing transactions. Service School committees and any other meeting as required. Request agenda items, prepare and circulate the agenda and papers, prepare and circulate minutes and provide follow up on actions. Plan and organise individual and School Office team activity over short, medium and long‑term, ensuring plans complement and feed into wider aims of the School and Faculty strategy and that there is cohesion with other relevant areas, e.g. Faculty Executive Board, University Executive Board and external stakeholders. Support the School Manager in the improvement of systems and processes within the School, reviewing and enhancing existing practice. Provide line management of the Personal Assistant to the School Executive Board. Undertake other activities as required to ensure that all administrative activities within the department are undertaken in a timely and efficient manner, providing cover for colleagues in the administrative team. 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 does not 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 6 Line manager School Manager but with input from the Head of School Direct reports Personal Assistant to the School Executive Board 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. 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 Closing Date 05/01/2026 Contact For informal enquiries about this job contact David Whittaker, School Manager on: d.whittaker@sheffield.ac.uk. Next steps in the recruitment process It is anticipated that the selection process will take place on 22 January 2026. This will consist of an interview and test. We plan to let candidates know if they have progressed to the selection stage on the week commencing 12 January 2026. If you need any support, equipment or adjustments to enable you to participate in any element of the recruitment process, please contact the School’s Operations Team at slas-operations@sheffield.ac.uk. #J-18808-Ljbffr