Job Location: Milton Keynes, Remote/Hybrid
Department: Knowledge Media Institute
Closing Date: 28 January 2025
Weekly Working Hours: 22 or 22.5
Contract Type: Fixed Term Contract
Fixed Term Contract: End Date:
Welsh Language: Not Applicable
About the Role
The Open University is recruiting for a Grade 5 Administration Assistant within the Knowledge Media Institute (KMi), part of the STEM Faculty. This role is essential in providing professional administrative support to the KMi Director, Senior Manager and the wider unit, ensuring the efficient day-to-day management of information, tasks, and events within the department.
Key Responsibilities
* Coordination of KMi Director diary, including arranging a high volume of individual and departmental meetings and dealing with clashes as they arise.
* Meeting support: Set up regular meetings, administer all paperwork (distribution of agenda, minutes of previous meeting and associated papers), provide administrative support during the meeting (notes, minutes etc as appropriate) and follow up on tasks/actions accordingly.
* Collate supporting documents and chase outstanding items/information for meetings and ad-hoc requests from Senior Manager and KMi Director.
* Monitor generic mailboxes, dealing with enquiries in a professional, prompt and resourceful manner using agreed administrative processes.
* Organise conferences/events, including travel arrangements, detailed itineraries, checking logistics, ensuring suitable venues or accommodation are booked, arranging catering, room bookings, IT and AV equipment and support.
* Maintain appropriate electronic filing systems in line with GDPR; maintenance of spreadsheets and other recording methods.
* Purchase items using an OU credit card or OU Procurement system and reconcile records.
* Monitor and order KMi related materials including stationery and paper supplies.
* Undertake specific tasks as outlined by the Senior Manager and KMi Director and cover other duties as reasonably required.
* Prepare and manage project timesheets and assist with data input to project and unit spreadsheets.
* Act as the primary support for the two OU Turing University Network liaisons, supporting related activities and communications.
Additional Responsibilities
As part of the STEM Faculty, the postholder may be required to undertake a supporting role as a fire warden, first aider, or DSE assessor.
Skills and Experience
Essential:
* Educated to GCSE level or equivalent, including English and Maths.
* Proven experience in administrative roles, particularly managing complex diaries and taking follow-up actions.
* Experience working in a busy office environment with competing deadlines and unpredictable workload.
* Strong written and oral communication skills, including drafting responses on behalf of senior staff.
* High level of organizational ability, resourcefulness, and prioritization skills.
* Accuracy, attention to detail, and competence in presenting work.
* Discretion, judgement, and tact when dealing with confidential or sensitive matters.
* Professionalism, confidence, and diplomacy when communicating with a wide range of people.
* Ability to work collaboratively in a team and independently, proactively managing your own workload.
* Adaptability and responsiveness to changing duties in a fast-paced environment.
* Excellent IT proficiency, especially with Microsoft Office packages, Teams, or equivalent software.
* Commitment to equal opportunities and a strong commitment to working with a diverse student population.
Desirable:
* Experience with OU systems such as SAP Ariba, PowerBI and Click Travel.
Essential Requirements
To apply for this role please submit the following;
As part of the application process, you will be expected to submit your CV and a Supporting Statement (maximum of 1000 words) that demonstrates how you meet the essential criteria listed above. Flexible working patterns will be considered.
It is anticipated that a hybrid working pattern can be adopted for this role, where the successful candidate can work from home and the office. However, as this role is contractually aligned to a local office it is expected that some attendance in the Milton Keynes office will be required when necessary and in response to business needs. We anticipate this being at least once per week.
Flexible working
We are open to discussions about flexible working. Whether it’s a part time, compressed hours or another working arrangement. Please reach out to us to discuss what works best for you.
Early Close: We reserve the right to close adverts sooner than the closing date.
If you have any queries or questions about the recruitment process, or regarding your application, please contact: Careers@open.ac.uk.
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