About
The
Job.
Faculty Office
Faculty of Engineering
Faculty Administration Assistant
About
The
Job.
Pursue the extraordinary
Overview
About the Department
The Faculty of Engineering is one of the biggest and best engineering faculties in the UK and
strives for excellence in its teaching as well as its world-class research. Independent
assessments of our research excellence confirm more than two thirds of our research to be
either internationally excellent or world leading. Our expertise is extensive – our seven
academic departments and two interdisciplinary programme areas cover all the engineering
disciplines. They are leaders in their fields and outstanding contributors to the development
of new knowledge, linking their research to the teaching of the engineers of the future and
developing the skills of existing engineers. We have already experienced great success as a
faculty, and we intend to build on that success. Our vision is to compete to be the best
engineering faculty in the UK, and to be amongst the best in the world. We will aim to work
across the full spectrum of engineering activity, from fundamental science to professional
practice, and we will contribute fully to ensuring a sustainable future both locally and
globally.
Job Role
Working at the heart of the Faculty of Engineering Team, the post holder will provide
support to the Executive Assistant to the Pro-Vice-Chancellor - Engineering, the Faculty
Director of Operations (FDO) and other managers in the Faculty Office team. The post
holder will be highly organised, proactive and have the ability to constantly re-prioritise
work in this high-volume, demanding, environment. The Administration Assistant will
maintain the FDO and Faculty Administration Manager’s (FAM) diaries, and those of the
four other Faculty Directors, arranging meetings and associated resources and organising
attendance at internal, national and international meetings. You will also provide secretarial
support, which may include drafting material for inclusion in reports, preparing agendas,
drafting notes, and disseminating papers when servicing committees or working groups.
The post holder will manage the email of Faculty Directors as required and will provide
an efficient and professional reception service dealing with a range of enquiries by email,
telephone and in person.
The Administration Assistant will also be responsible for
placing requisitions and creating orders for goods and will access, prepare, store and
retrieve appropriate Faculty documentation. The post holder will also be the main point
of contact for e-recruitment across the Faculty Office.
Job Description
Main Duties and Responsibilities

Provide a confidential and professional PA support to the Director of Operations and
Faculty Administration Manager.

Maintain the diaries of the Director of Operations, Director of Learning and Teaching,
Director of Research and Innovation, Director of Women in Engineering and Director of
Communications and External Relations, including arranging meetings and associated
resources (travel, expenses, accommodation, room bookings, catering) and organising
attendance at internal, national and international meetings.

Provide cover to the Executive Assistant to the PVC and assist the Executive Assistant to
the PVC with administrative tasks.

Provide committee support to the Directors (minute taking, room bookings and
associated resources), taking specific responsibility for the Faculty Advisory Board (FAB).

Provide clerical support for special projects and tasks as directed.

Provide a professional and efficient reception service, responding to enquiries from
students, staff and other customers: in person, by email, letter and telephone, and
provide refreshments.

Deal efficiently with all incoming mail, both paper and electronic.

Undertake SAP duties as a requisitioner and orderer, taking additional responsibility for
blocked invoices and the GR/IR report.

Act as first port of call for e-recruitment duties for the Faculty office including
requisitioning jobs, ETW checks, obtaining references, booking rooms and catering.

Access, prepare, store and retrieve appropriate Faculty paper and electronic
documentation.

Ensure office supplies are maintained, ordering additional stocks as required.

Maintain and develop own network of contacts throughout own work area, and wider
University, knowing who key individuals are.

Manage workload and work to strict deadlines without the need for supervision.

Provide cover in the absence of other administrative staff.

Any other duties, across the Faculty, commensurate with the grade of the post.
Person Specification
Applicants should provide evidence in their applications that they meet the following
criteria. We will use a range of selection methods to measure candidates’ abilities in these
areas including reviewing your on-line application, seeking references, inviting shortlisted
candidates to interview and other forms of assessment action relevant to the post.
Criteria
Essential Desirable
Qualifications and experience
1.
Educated to GCSE level or equivalent vocational qualifications
X
and/or work experience.
2.
Significant experience working in a high volume and demanding
X
office environment.
3.
Good IT skills, particularly experience of Microsoft Office, web
X
and email.
4.
Some experience of working with finance and HR systems.
X
Communication skills
5.
Ability to communicate effectively both verbally and in writing.
X
6.
Ability to deal with enquiries and problems independently
X
referring more complex issues to senior colleagues.
7.
Excellent customer service skills, with experience of dealing with
colleagues at all levels, responding efficiently and effectively to
X
verbal and written communication.
Team working
8.
Experience of working as part of a small team.
X
Management skills
9.
Ability to work efficiently within a busy environment and
X
prioritise workload to resolve conflicting demands without the
need for supervision.
10.
Good organisational and time management skills, the ability to
X
work to deadlines and prioritise own workload.
11.
Flexible approach to work and the ability to work on own
X
initiative and as part of a team.
Personal effectiveness
12.
Experience of/ability to develop and maintain a network of
X
contacts throughout own work area.
13.
Experience of adapting own skills to new circumstances.
X
14.
Able to work to a high degree of accuracy, paying attention to
X
detail and adopting a methodical approach to routine tasks.
15.
Ability to work under pressure in a busy environment whilst
X
remaining calm and professional at all times.
16.
Ability to maintain confidentiality.
X
Further Information
This post is part-time working 17.5 hours a week for a duration of 12 months.
This role has been identified as a part-time post with a commitment of 2.5 days per week.
We are committed to exploring flexible working opportunities with our staff which benefit
both the individual and the University. Therefore, we would consider flexible delivery of the
role subject to meeting the business needs of the post. See
www.sheffield.ac.uk/hr/wellbeing/info/wlb.html for more information.
Benefits
Terms and conditions of employment: Will be those for Grade 4 staff.
Salary for this grade: £17,678 to £19,802 per annum pro-rata.
More details on salaries, terms and conditions and our wide range of benefits for staff are
available at www.sheffield.ac.uk/hr/reward/structures
Closing date: TO BE CONFIRMED BY HR
Informal enquiries:
For all on-line application system queries and support, contact:
e-Recruitment@sheffield.ac.uk .
For informal enquiries about this job and department, contact: Mrs Amanda Fidler on
a.fidler@sheffield.ac.uk or 0114 222 7634.
Selection-Next Step
Following the closing date, you will be informed by email whether or not you have been
shortlisted to be invited to participate in the next stage of the selection process. Please note
that due to the large number of applications that we receive, it may take up to two working
weeks following the closing date before the recruiting department will be able to contact
you.
It is anticipated that interviews and other selection action will be held on XXX. Full details
will be provided to invited candidates.
The University of Sheffield is committed to achieving excellence through inclusion.
The University of Sheffield is proud to be a Two Ticks employer
www.sheffield.ac.uk/hr/equality/support/twoticks
The University has achieved the Athena SWAN award for Women in Science, Engineering
and Medicine.
Pursue the extraordinary