PA to Vice-President Research & Innovation

Overview

Based in the Rotunda, part of the prestigious Firth Court Building, you will play a key role in the Research and Innovation support team. Working alongside the current PA, 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, together, support the work of the President, Vice‑Chancellor, Chief Operating Officer, 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, a high level of written and oral communication, proficiency in a range of IT software, excellent organisational, diplomatic and customer service skills. You will have the autonomy to coordinate your own workload, balance priorities and work quickly to meet tight deadlines, managing conflicting priorities and taking responsibility for coordinating and organising events and visits.

• Provide professional, comprehensive, and confidential PA support, including complex diary management, meeting coordination and travel arrangements for the VPRI, DVPR and DVPI.
• Manage email inboxes: highlight emails requiring immediate attention to the VPRI and DVPI, draft responses when appropriate, and pass on communications or queries to other colleagues 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.
• Draft documents, presentations and agendas; collate papers, track actions and ensure follow‑up on decisions.
• Support the organisation of high‑level events, away days and strategic planning sessions.
• Prepare detailed itineraries and travel arrangements for visits by the VPRI, both in the UK and overseas; coordinate with other executive staff.
• Organise visits to the university and other associated events that are of strategic importance to the university and where external visitors have complex itineraries and high customer‑care requirements.
• Undertake financial administration duties including processing expenses, purchase orders, coding 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: filing systems, archiving, estates matters, IT matters, HR matters and welcoming guests and visitors.
• Liaise with colleagues in the Office of the President & Vice‑Chancellor to ensure smooth and efficient running of the Rotunda and provide high‑level customer care for all visitors.
• Carry out other duties, commensurate with the grade and remit of the post.

Our diverse community 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, your contribution is valuable – we encourage you to apply. Please reference the application criteria in your application statement.

• Essential
  Significant experience providing PA or senior administrative support at executive or senior management level.
• Excellent organisational and time‑management skills, managing multiple priorities and tight deadlines.
• Strong written and verbal communication skills, producing high‑quality documentation.
• Experience working with confidential and sensitive information with discretion and professionalism.
• High level of IT proficiency, including Microsoft Office, SAP and Barclaycard systems.
• Ability to work independently, use initiative and exercise sound judgement.
• Experience working in a higher education or research‑intensive environment.
• Desirable
  Familiarity with research, innovation or knowledge exchange activities.
• Experience supporting committees and senior governance structures.
• Understanding of the University of Sheffield’s structures, policies and culture.

Grade: 6

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