The Department of Cardiovascular Science was created in 2009, and is home to a total of 123 academics, clinical, research and support staff. We are based at The University of Sheffield Medical School. The
Department is led by Dr Sheila Francis and comprises of three research themes: Cardiovascular
Biomechanics, Inflammatory Mechanisms and Thrombosis & Haemostasis. We employ cell biology, computat ional modelling, transcriptomics, imaging and physiology in experimental models and man to answer our research quest ions. Further informat ion about the department can be found at: www.sheffield.ac.uk/cardioascularscience
An experienced secretary is required to provide comprehensive pro-active secretarial and administrative support to a number of senior academic staff and associated staff in the Department of Cardiovascular
Science. You will work closely with other secretaries in the Department to provide support for colleagues and carry out other general duties as required. You should have previous office experience and a good working knowledge of IT, Microsoft Office applications and secretarial skills with RSA II or equivalent, along with excellent communication skills and the ability to work on your own initiative and as part of a team. You will be located within the Department of Cardiovascular Science secretariat which is situated in the Medical School. Training will be available and support will be given for you to develop in the role. You will be a full member of the Department and undertake core activities within the Department secretariat and contribute to Departmental objectives.
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First line diary management; set up meetings, visits and appointments in liaison with internal colleagues and external contacts for Clinical and non-Clinical Senior Academic Staff effectively dealing with conflicting demands.
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First point of contact for telephone, email and personal enquiries from students, staff and external bodies, giving direction using your experience and knowledge, whilst using judgement to refer to senior colleagues where appropriate.
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Provide assistance with events, such as Department Seminar Series and national and international conferences, including organising accommodation, travel and subsistence.
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Provide in-depth administrative support for research activities, assisting with grant submissions, organisation of viva examinations for Postgraduate Research Students; arrangement of visits and processes for overseas collaborators.
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Provide administrative support for teaching related duties, mentoring appointments, committee support, presentations and lectures.

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Assist with University Research Management System (URMS) costings and preparation of research ethics submissions.
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Assist with maintenance of data management including current funding data and publication lists.
Develop and create electronic records/databases and run reports as required. Ability to continually review and prioritise competing demands ensuring high level of service.
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Attend and service meetings, taking minutes where appropriate. Distribute agendas and minutes ensuring appropriate action points are highlighted and undertaken as appropriate.
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Attend regular team meetings in order to remain aware of policies and procedures and in order to contribute to departmental objectives.
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Provide support for recruitment of staff, organise interviews, carry out eligibility to work checks and payment of expenses claims.
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Manage academic expenditure in relation to purchasing cards, expense claims and inter-departmental transfers.
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Produce purchase requisitions and goods receipts using the University ’ s ordering system adhering to the University’s Financial Directives.
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Maintenance of Department and academic web pages.
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Undertake general secretarial duties as required.
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Any other duties, commensurate with the grade of the post.
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
Qualifications and experience
Essential Desirable
X 1. At least 5 GCSE passes at grade C or above to include English and Maths, or equivalent qualifications.
2. Excellent IT literacy, including practical experience in the use of Microsoft
Office software (e.g. Word, Excel, Powerpoint Access).
3. Keyboard skills RSA II/III qualification or equivalent.
4. Experience of arranging meetings and diary keeping using electronic diary management systems, email and internet.
5. Experience of the University’s in-house computer systems (SAP, uBASE, uReports, CMS, eRecruitment).
6. Experience of minute taking and servicing meet ings.
Communication skills
7. Effective communication skills, both written and verbal, with the ability to communicate effectively with a wide variety of people.
8. Excellent customer service skills, with experience of responding efficiently
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and effectively to phone and email enquiries.
9. Excellent interpersonal skills.
Team working
10. Experience of working on own initiative and as part of a team.
11. Ability to adapt to rapidly changing demands.
12. Experience of working flexibly within and across teams.
Problem solving and decision making
13. Ability to analyse and solve problems with an appreciation of longer-term implications.
Project management
14. Ability to assess and organise resources, and plan and progress work activities on multiple projects within own area of expertise.
Personal effectiveness
15. The ability to work effectively under pressure and to meet deadlines whilst maintaining accuracy.
16. Ability to be pro-act ive and act independently, as required and to resolve problems using own creat ive solut ions.
17. Be able to exercise confidentiality, tact and discretion.
18. Attent ion to detail and ability to work accurately.
19. Ability to prioritise and take responsibility for own workload to meet deadlines.
20. Excellent organisat ion and t ime management skills.
This post is open ended.
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This post is full-time:
This role has been identified as a full-time post, but we are committed to exploring flexible working opportunities with our staff which benefit both the individual and the University (See www.sheffield.ac.uk/hr/guidance/flexible ). Therefore, we would consider flexible delivery of the role subject to meeting the business needs of the post. If you wish to explore flexible working opportunities in relation to this post, please contact the recruiting department via the contact details provided below.
Terms and conditions of employment: Will be those for Grade 5 staff.
Salary for this grade: £20,172 - £23, 352 per annum.
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 Victoria Palmer on v.palmer@sheffield.ac.uk or 0114 226 1432 or Dr Andrea King on a.r.king@sheffield.ac.uk
or 0114 271
3305.
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/twot icks/
The University has achieved the Athena SWAN award for Women in Science, Engineering and Medicine.