Further Particulars

This document includes information about the role for which you are applying and the information you will need to provide with the application.

  1. Role details

Vacancy reference:10631
Job title:Administrative Assistant
Reports to:Project Officer(s)
Salary:£18,549-£20,781 till 31.7.15 then pro rata till 31.12.16
Terms and conditions: Secretarial & Clerical
Grade:4
Duration of post:31 December 2016
Working hours:37 hours till 31.7.15 then 29.6 from 1.8.15-31.12.16
Location:Edinburgh
Closing date:17 October 2014
Type of application form accepted: Full version only
Number of referees required: 2
Unit recruitment contact: Karen Smith

2. Summary of duties

The post provides general administrative support for a number of projects based at The Open University in Scotland:
i)Opening Educational Practices in Scotland
OEPS is a major sector-wide project lead by The OU in Scotland that aims to facilitate best practice in open education in Scotland.
ii)Foundations for Self Directed Support
Is a 60 hr free online course for the health and social care sector supported by the Scottish Government
iii)Back on Course
The Back on Course is a free and impartial service which offers information, advice and guidance for early leavers from Scottish universities.
iv)Young Applicants in Schools Scheme(YASS)
v)YASSis a well-established project which is undergoing new developments. YASS allows students in S6 the opportunity to study an Open University module alongside their other school subjects. Currently over 100 schools are taking part in the scheme.
The key duties of the post will be:
i)Providing support to project teams including diary management, checking voicemail dealing with correspondence, emails and telephone calls - logging and distributing to project staff as required, photocopying, maintaining stationery levels and making travel arrangements;
ii)Setting up meetings and presentations, making room bookings and catering arrangements, occasionally taking notes, producing and distributing papers;
iii)Helping to organise visits, large meetings and events, includes liaising with venues, booking couriers,preparing materials for delivery, mailing invitations, managing guest lists and post-event evaluation;
iv)Maintaining project databases of external and internal contacts. Keeping the data up-to-date and producing regular management information reports.
v)Liaising with other staff in the office in Scotland, other University staff across the UK and external stakeholders;
vi)Updating project websites and printed materials, and liaising with internal and external suppliers if required;
vii)Production of specific publicity materials, distributing large scale mailings, committee papers, reports and other correspondence;
viii)Contributing to the development and maintenance of data collection and records systems;
ix)Using the University’s IT systems, including its customer relationship management system VOICE, to maintain records;
x)Contributing to project evaluation by (a) collating and entering data and (b) using records systems to extract data for reporting;
xi)Managing client data gathering forms, including secure data management;
xii)Monitoring the OEPS budget, including processing and logging invoices and providing regular updates to the OEPS Project Manager for forecasts.

3. Person specification

Essential
  • A good general level of education to SCQF Level 6 (Higher) standard or equivalent, including English and a numeracy subject
  • Relevant and recent experience in an office or similar environment, including dealing with the public by telephone
  • Commitment to meeting high standards of service
  • Proven competence in IT (e.g. word processing, spreadsheets and email) and experience of using large databases including in-house records databases
  • Experience of collating and presenting data
  • Effective written and oral communication skills
  • Tactful and courteous telephone manner
  • Ability to work as part of a team towards a common goal
  • Ability to use initiative, set priorities and organise own work
  • Systematic approach to work and an attention to detail
  • Ability to work flexibly and respond quickly to changing priorities
  • Commitment to the values of The Open University, including respect for individuals from diverse backgrounds
  • Willingness to travel throughout Scotland as required
Desirable
  • Experience of project work and of working with project partners
  • Experience of work in an educational environment
The role holder may be required to undertake any other duties reasonably required as within the nature of the duties and responsibilities of the role, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the Job Description in specific terms.
All staff are expected:
  • To comply with the University’s Health and Safety and Equal Opportunities policies in the performance of your duties
  • To take reasonable care of the Health and Safety of yourself and that of any other person who may be affected by your acts or omissions at work.
  • To co-operate with the Open University in ensuring as far as is necessary, that Statutory Requirements, Codes of Practice, University Policies and Departmental Health and Safety arrangements are complied with.
  • To demonstrate a strong commitment to the principles and practice of equality and diversity.

4. Role specific requirements e.g. Shift working

5. About the unit/department

STUDENT SERVICES, NATIONAL AND REGIONAL CENTRES
The OU in Scotland is part of the University’s Student Services. Student Services is responsible for the provision of educational and administrative services to students and for the recruitment, staff development and supervision of Associate Lecturers. It is the largest Unit of the University with an annual budget of more than £120 million. More than 8,000 staff (1,000 internal and 7,500 Associate Lecturers) are employed by the Unit at or through:
four central sub-Units based in Milton Keynes
two English sub-Units (England South and England North & Midlands) based in 10 Regional Centres.
three National Centres in Scotland, Wales and Northern Ireland
The head of Student Services is the Director Students, who is a member of the Vice-Chancellor’s Executive and reports directly to the Vice-Chancellor.
The national centres in Scotland, Wales and Ireland (each led by a nation director) and English Regional Centres (each headed by an Assistant Director, Student Services) are responsible for:
providing course choice advice for prospective students;
providing information, advice, guidance for students throughout their studies with the University;
supporting Associate Lecturers, who work face-to-face, by correspondence, by telephone and through ICT with students;
organising tutorial programmes and personal academic support for students at appropriate venues or at a distance;
organising examinations at appropriate times throughout the year;
organising Degree Ceremonies for graduates;
Supporting local university events and local partnership activities with other agencies
As well as providing support services for academic staff and students, the three National Centres have strategic level responsibility for the University’s business and operations in each nation.
THE OPEN UNIVERSITY IN SCOTLAND
With more than 15,000 students, The Open University (OU) is Scotland’s leading provider of part-time higher education. Some 40% of Scotland’s students studying part-time at undergraduate level with a higher education institution study with the OU.
The cornerstone of the OU’s mission to be open to all and our open entry system allows us to offer the opportunity for study to people from all backgrounds and sections of the community. For example, more than one third of our undergraduate students had qualifications below standard university entrance level when they joined the OU. We are also Scotland’s main provider for students with disabilities, teaching 10% of all disabled students in higher education.
Our reach is nationwide, and Open University students can be found in virtually every postcode district and community in Scotland. Hundreds of Scotland’s blue chip employers such as Scottish Power, Standard Life and Royal Bank of Scotland sponsor their staff to study with us. Through our courses and qualifications in areas such as health and social care, education, and business and management, the OU is playing a major role in the training and professional development of Scotland’s workforce across the public, private and voluntary sectors.
Today e-learning is an important part of the OU’s course delivery and our student support services. Most OU courses use computing as an integrated part of the learning experience; from online discussion groups and conferencing, to electronic assignment handling, to dedicated course websites. With a high proportion of OU students in Scotland online, even those living in the most isolated areas of the country are able to participate in a truly interactive learning environment.
The OU is an integral part of the Scottish higher education community and actively involved in the development of HE policy alongside all other higher education institutions in Scotland. Since 1 April 2000, the teaching of OU students living in Scotland has been funded by the Scottish Funding Council for Further and Higher Education.
The 110academic, administrative and secretarial and clerical staff at the OU’s centre in Edinburgh offer an extensive range of support and specialist advice services to students in Scotland. The core function of the office is to manage the University’s business in Scotland. This includes managing relationships with government and other external bodies, the research and development of learning and the recruitment and retention of students in Scotland, as well as the employment, support and staff development of the 500 Associate Lecturers who deliver the University’s teaching programmes. The office also provides advice, guidance and learning support to prospective and existing students including a programme of outreach events; administers examinations; organises an annual degree ceremony and promotes the University and its courses within Scotland. We have been voted as one of the best universities in Scotland for student satisfaction for the past nine years.
More information can be obtained from the OU web site at

6. How to obtain more information about the role or application process

If you would like to discuss the particulars of this role before making an application please contact Kate Signorini on 0131 226 3851 or email .
If you have any questions regarding the application process please contact Karen Smith on 0131 549 7142 or email
Your covering letter or supporting statement should clearly identify how you meet the criteria in the person specification. Please ensure that you provide relevant examples as evidence to support your statements.

7. The application process and where to send completed applications

Please ensure that your application reaches the University by: 5pm on 17 October 2014
Post it to: The Open University in Scotland
Name/Job title: Karen Smith
Department/Unit: Staffing Co-ordinator
Address: 10 Drumsheugh Gardens
Edinburgh Post Code: EH3 7QJ
Or e-mail your application to:

8. Selection process and date of interview

The interview panel will be chaired by Kate Signorini (Student Services Manager, Planning & Collaborations). The other member of the interview panel will be Kitty Chilcott (Project Officer YASS/BOC). The interviews will take place onThe date of interviews it to be confirmed10 November 2014.
The selection process for this post will include a formal interview.
Your covering letter (or supporting statement) should clearly identify how you meet the criteria in the person specification. Please ensure that you provide relevant examples as evidence to support your statements.
We will let you know as soon as possible after the closing date whether you have been shortlisted for interview. Further details on the selection process will also be sent to shortlisted candidates.
Applications received after the closing data will not be accepted.

Human Resources HRG158 Issue 2

January 2010

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