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PA to Head of School and Resources Administartor

University of Sheffield

Sheffield, United Kingdom

Summary:

The Information School is looking to recruit a proactive, positive and willing person to this dual role, the successful candidate will support the Head of School through a dedicated and highly professional PA service. In addition, the role provides School
level administrative support for HR processes within the School and act as a key contact for Estates and Facilities. The successful candidate will also organise School level activities including Away Days and Advisory Panel meetings.

Applicants should have experience of acting as PA, committee servicing and customer service. Applicants will be expected to have excellent IT and communication skills, be able to organise their time and workload to meet deadlines. The Applicant will be able to build and develop a network of contacts. We are looking for someone proactive with the ability to exercise confidentiality and tact and must be willing to use their own initiative and have a positive and willing attitude. They will be
educated to A-level standard, including GCSEs in English and Maths at grade C or above, or have equivalent experience. This post reports to the Departmental Manager while liaising closely with the Head of School.

Job Description
Reporting to the Departmental Manager while liaising closely with the Head of School in this dual role, the successful candidate will support the Head of School through a dedicated and highly professional PA service, which will include diary management, responding to emails and other correspondence on behalf of the Head of School and servicing School committees. In addition, the role provides administrative support for HR processes within the School, including responsibility
for enacting recruitment processes, contract change processes, and organisation of support to the Staff Review and Development Scheme (SRDS) and promotion process; you would act as key contact for Estates and Facilities, including co-ordinating capital works projects, office moves, ordering furniture and reporting maintenance issues. The successful candidate will also organise School level activities including Away Days and Advisory Panel meetings.

Main Duties and Responsibilities
• PA support for the Head of School. Daily email, mail and diary management, scheduling meetings, weekly meetings, filing, fielding day-to-day enquiries, drafting correspondence and responding to requests on behalf of the Head of School, supporting the processing of expenses, invoices, credit card statements, booking travel and accommodation arrangements. Other PA support to Head of School as required
• Occasional administration support for the Senior Management Team, e.g., Director of Learning & Teaching and Director of Research, as appropriate
• Human Resources support including staff induction, probation, promotion cases and Staff Review and Development Scheme (SRDS)
• Act as Recruitment and Selection Co-ordinator processing recruitment and contract requisitions via the University online system, managing the recruitment and selection process including processing recruitment and contract change requisitions, setting up interview panels, inviting candidates to interview, undertaking eligibility to work checks and arrangements on the day
• Lead on estates and facilities management including the reporting of faults and issues with the building, arranging capital works, ordering furniture
• Organising school wide events including Away Days, Advisory Panel Meetings (e.g. booking rooms, arranging catering, preparing papers, inviting guests, taking any necessary minutes) as appropriate
• Collating and presenting Management Information for example for Athena Swan and Curriculum Reviews
• Managing the Departmental yearly calendar, e.g. setting the dates at the beginning of the year for the main School Committees
• The post-holder will be required to undertake support for some School level committee work. This will include requesting agenda items, preparing and circulating the agenda and papers, writing and distributing minutes, and monitoring and recording progress on actions arising from these minutes
• Provide project support to Department-wide projects
• Maintain electronic and paper files for audit and other purposes.

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