FURTHER PARTICULARS STUDENT SERVICES Assessment, Credit and Awards Clerk, Assignment Handling Office Reference: 4625 Grade 4 £16,684 ­ £18,710
THE POST Job Title: Clerk ­ Handling Team (Assignment Handling Office) Unit: Student Services Division Section: Examinations and Assignments Reports to: Team Leader, Handling Team Grade: GR4 Supervises: No one directly but may be required to supervise staff including temporary staff during the examination period. 1.0 Brief outline of job i. ii. iii. iv. v. vi. To receive assignments from tutors. To check and process the PT3 forms. To return a copy of the PT3 together with the assignment to the student. To forward copies of the PT3 forms to Data Processing. To assist in the tutor monitoring system, using both manual and pc based systems. To assist in the processing of examination scripts during the end of year operation and, possibly, the mid­year operation. vii. To assist in dealing with result queries from students after the examination period(s). viii. To provide cover for the Secretarial Support Desk as required by instruction from the Chief Clerical Officer, Assignment Handling. 2.0 Educational standard and experience required of job holder i. GCSE or equivalent qualification in English desirable. ii. The ability to use PC based systems with appropriate training. iii. General clerical experience, preferably in a team environment. Discretion is necessary due to confidentiality of work. 3.0 Duties relating to tutor marked assignments i. Open envelopes containing tutor­marked assignments and accompanying PT3 forms. Check validity and completeness of data. Check records via PC. Consult with Team Leader on appropriate action where discrepancies occur. Split set of PT3 forms and distribute to Data Processing; Student (plus script); Tutor (if received in error). ii. Check TMA scripts against tutor monitoring requirements. Select and record monitoring and arrange for photocopying. Update tutor records accordingly. iii. Assist in implementing the various requests from individual course teams to process a particular course's assignments outside the normal operational framework. iv. Deal with student queries related to their TMA turnaround. 5.0 Duties relating to examination script handling i. ii. iii. iv. Receipt and checking of unmarked examination scripts. Prepare and pack scripts for despatch to scriptmarker. Process desk records for absent students. Receive marked scripts from scriptmarker and process desk records for keying by Data Prep. v. Select and despatch samples as required to monitors and members of Examination and Assessment Boards.
Page 2 of 8 June 07 vi. Check computer output of scores and file desk records. vii. Prepare examinations scripts for presentation to Examination and Assessment Board and archive them on return. viii. Assist the team leader in solving queries and monitoring progress of scriptmarkers, if necessary, act as Team Leader during the handling operation. ix. Help supervise temporary staff. x. Assist in the clerical support for monitoring, re­marking and re­scoring of examination scripts. 6.0 Course result queries i. Assist in logging queries from students. ii. Complete paperwork for presentation of queries to administrator. iii. Despatch replies and file correspondence. 7.0 Exceptional or deputisation duties i. To carry out other duties appropriate to the level of the post as required, when directed to do so by the Chief Clerical Officer, Assignment Handling Office. ii. To provide Secretarial Support Desk cover as requested by the Chief Clerical Officer, Assignment Handling. Person Specification Criteria Essential Qualifications Essential GCSE English or equivalent Desirable GCSE Maths or equivalent Work and Other Relevant Experience Relevant clerical experience Experience of using Microsoft Office in a work environment, including Word, Excel and Outlook Experience of handling confidential data Good keyboard skills Enthusiasm and aptitude for using different IT systems Experience of answering complex or difficult telephone queries Personal Qualities and Abilities Ability to pay close attention to detail Accuracy Ability to work as a member of a team Written and oral communication skills Ability to work under pressure and organise own work effectively Ability to cope with routine tasks Ability and willingness to adapt to changing working practices on demand Manual dexterity Aptitude for problem­solving Evidence of numeracy skills Positive attitude and approach Other Leave embargo : October – December Must be willing to lift boxes and push trolleys
Page 3 of 8 June 07 HOW TO APPLY The following guidelines are designed to help you submit a job application in line with our requirements. COVERING LETTER OR SUPPORTING STATEMENT Please submit a covering letter or statement. The letter should set out why you are interested in this vacancy, and how your skills and experience meet the criteria listed in the person specification. Applications received without a covering letter will not be considered. The selection panel will consider how well the information you provide demonstrates that you meet the criteria identified in the person specification. COMPLETING THE APPLICATION FORM It is in your interest to show how your experience and personal qualities address the person specification for the role. Please ensure you complete all the sections of the form in full giving as much detail as possible, you are welcome to enclose your up­to­date curriculum vitae, but CVs will not be accepted on their own. Once completed, you must sign and date the application form to confirm that the information and any attachments are correct. DISABLED APPLICANTS The Open University welcomes applications from disabled people. Disabled applicants whose skills and experience meet the essential requirements of the job will be interviewed. If you require any adjustments to enable you to attend the interview please ensure that you have provided this information on your application form. If you are called for interview, please discuss any adjustments you may require to carry out the duties of the role with the interview panel so that the appropriate arrangements and any adjustments can be made if necessary. (Under the Disability Discrimination Act, a disability is defined as a physical or mental impairment which has a substantial and long­term adverse effect on a person's ability to carry out normal day to day activities). Please let us know if you need your copy of the further particulars in large print, on computer disc or on audio cassette tape. Access details for disabled applicants are available from Maggie Andrews 01908 653850. PROOF OF ELIGIBILITY TO WORK IN THE UK Candidates will be required to provide proof of their eligibility to work in the UK by producing verifiable documents. Details of the required documents will be sent to the successful candidate at the written offer of employment stage. If you require a work permit this will be applied for should your application for appointment be successful. To find out what visas and permits you may require in order to work in the UK please see www.ukvisas.gov.uk or telephone 0845 010 5555, the general enquiries line is open from 09.30 to 13.30, Monday to Friday, excluding public holidays. RETIREMENT AGE The Open University operates a normal retirement age of 65. Applications can only be accepted from people up to the age of 64 years and 6 months at the date of their application. This is in line with the Employment Equality (Age) Regulations 2006. INTERNAL APPLICANTS ONLY – INFORMATION ABOUT REFERENCES When completing the ‘References’ section of the application form, please ensure you specify your Head of Unit as your ‘current employer’, as he/she is responsible for providing this reference or nominating an appropriate alternative referee.
Page 4 of 8 June 07 Please be advised that the employing Unit is responsible for requesting references from your referees. COMPLETED APPLICATIONS SHOULD BE RETURNED TO: Maggie Andrews Examinations and Assessment Recruitment Co­ordinator (S&C) The Open University Hammerwood Gate Milton Keynes MK7 6BY If you wish to send your application electronically please e­mail: SS­Assessment­Recruit­SandC@open.ac.uk Closing date for applications 22 May 2008. Applications received after this date will not be accepted. INTERVIEW PANEL AND DATE OF INTERVIEW The Interview Panel will be chaired by , Deputy Manager, Assessment Projects. The other members of the selection panel will be Diane Dowsett, Senior Clerical Officer, Assignment Handling Office and Jason Keenor, Script Marker Officer, Assessment Projects. Interviews will take place 9 June 2008. We will let you know as soon as possible after the closing date whether you have been shortlisted for interview together with details of the interview format. RECRUITMENT PROCESS If you have any comments or concerns about any stage of the recruitment process please write to the HR Adviser ­ Student Services, Human Resources who will look into the matter. THE OPEN UNIVERSITY The Open University transforms lives through education. It has become by far the largest university in the UK, now teaching well over 200,000 people every year. We have expanded our activities throughout Europe and our highly rated teaching materials are used by other institutions in many parts of the world. We are consistently achieving high rankings both in research and teaching quality assessments. Teaching is through the provision of specially designed, high quality, materials encompassing traditional print texts, television, video, CD­ROM, internet and electronic conferencing together with first class personalised tuition, learning feedback and support. The success of the Open University is due to our outstanding staff. There are around 13,000 staff (including 7,500 Associate Lecturers). Staff and potential staff are treated solely on the basis of their merits, abilities and potential, regardless of gender, colour, ethnic or national origin, age, socio­economic background, disability, religious or political beliefs, family circumstances, sexual orientation or other irrelevant distinction. We are also committed to the development of our staff to their full potential through lifelong learning, offering a range of formal and informal training and development activities to ensure that staff are able to perform their jobs to the best of their abilities and to help meet individual and University objectives. Our objective is that all staff undertake a minimum of 5 days development activity in each year. STUDENT SERVICES UNIT The Student Services Unit 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
Page 5 of 8 June 07 largest Unit of the University with an annual budget of around £60 million. More than 1,100 salaried staff and an additional 7,500 Associate Lecturer staff are located within the Unit at: Five central functional sub­units based at Walton Hall, Milton Keynes The University’s 13 Regional Centres throughout the UK. ASSESSMENT, CREDIT AND AWARDS (ACA) – WITHIN STUDENT SERVICES Assessment, Credit & Awards is one of the five functional central sub­units in Student Services, with staff based in Milton Keynes and in the University’s thirteen regional centres. ACA at the Centre (Walton Hall campus in Milton Keynes) consists of around 160 staff and operates on an annual budget of around £11 million. The Head of ACA is responsible to the Director of Student Services for the leadership and management of all activity associated with assessment, credit and awards, which currently operates across 14 locations. EXAMINATIONS & ASSESSMENT (E&A) – WITHIN ACA The Examinations and Assessment Section of ACA is situated at the Walton Hall campus in Milton Keynes. The Section is responsible for the implementation of the University's policies and procedures for the assessment of its students. For the majority of students course results are determined by two components of assessment: course work (referred to as continuous assessment) and an end of course examination. However, a growing number of courses are assessed without an end of course examination. Around 100 members of staff are involved in the operation of continuous assessment (including assignment handling and monitoring), examinations and other assessment methods (e.g. projects), in accordance with agreed policies. The area also covers the co­ordination, planning and decision making processes regarding assessment and support to Examination & Assessment Boards (for the course results operation). The activities are covered by the following sections:
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The Examinations Office
The Assessment Policy Office
The Assessment Handling Team which consists of the following four offices: o Assignment Handling Office o Assignment Records Office o Projects, Portfolios and Dissertations Office o Assessment, Feedback and Survey Office The work in the Section is extremely varied, and a number of innovations in the area of assessment provide us with many new challenges. Some of the recent developments include the introduction by the OU of an Initial Teacher Training programme, a series of short course developments and a Certificate in Accountancy, together with the growth in collaborative agreements with institutions overseas. In all these areas staff in the Section have been involved in developing new practices and procedures for assessment and determination of results. The Section is headed by the Head of Examinations and Assessment and it consists of approximately 14 other managers, a number of secretaries and approximately 80 clerical staff. Up to 140 additional staff are periodically employed on a temporary basis to cope with peaks in workload. SALARY The appointment will be normally be made at the first point of Grade 4 (£16,684 ­ £18,180 per annum). Increments are payable annually from 1 October. Where an appointment is effective after 1 April, the first increment will be payable from 1 October the following year. BENEFITS AND FACILITIES This is a summary of staff benefits and facilities. Full details will be available when you join us. STAFF DEVELOPMENT We have a strong commitment to providing training and development in and beyond your
Page 6 of 8 June 07 current role. This includes thorough induction into the organisation and regular reviews of your training and development needs. The objective is that all staff should undertake at least five days development activity in each year – this may include attendance at formal courses or other learning e.g. use of self­study material. We invest substantial time and money in our staff development provisions and we waive fees for staff wishing to study our own courses. ANNUAL LEAVE The annual leave entitlement is 30 days (33 days for academic, academic related or research staff) in addition to all bank and other public holidays and an additional 3 days at Christmas when the University is closed. STUDY LEAVE Permanent Central Academic staff (those on contracts of 2 years or more) are entitled to study leave on full salary for research or other approved academic purposes for two months in each leave year. For Regional Academic staff the entitlement is to study leave on full salary for two months within each period of two years completed service. PENSION SCHEMES Staff have the option of contributing to a Final Salary pension scheme and the University contributes around 14% of salary. Full details will be sent with any offer of employment but any preliminary enquiries should be addressed to the Pensions Section, Human Resources (01908) 652431 or 652957. RELOCATION EXPENSES Staff are normally expected to live within a reasonable travelling distance of their place of work. The University will make a grant for expenses necessarily incurred for removals and disturbance, within certain rules and subject to a maximum payment. Full details will be sent with any offer of employment. The removal grant does not apply on appointments of less than two years duration. FAMILY FRIENDLY POLICIES
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Staff are entitled to 52 weeks maternity/adoption leave. Statutory maternity/adoption pay will be paid for a maximum period of the first 39 weeks, made up to full pay for the first 18 weeks, subject to minimum service conditions. Staff have the right to return to work at any time within 52 weeks of the maternity leave start date, again subject to certain conditions.
Staff are entitled to a maximum of 10 days paid paternity leave in connection with their wife’s/partner’s confinement in any one leave year in addition to normal leave entitlement, again subject to certain conditions.
Pre­School Childcare Subsidy; we have a means­tested childcare subsidy scheme. Those eligible are provided with a Childcare Voucher that can be used as part payment for the care of children under 5 years of age. For further information about the scheme contact Human Resources on (01908) 655050.
Childcare Vouchers; we have introduced a salary sacrifice scheme to enable staff to take advantage of tax and NI exemption on up to £243 of childcare vouchers per month. The scheme is managed by Busy Bees. Further information will be provided on appointment. MILTON KEYNES BASED STAFF
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Nurseries: The Mulberry Bear Day Nursery & Pre­School is a purpose­built nursery on the Walton Hall campus. It is an independent charity supported by The Open University and managed by parents. OU staff applications are given priority but there may be a waiting list in some age groups. For further information, please telephone Milton Keynes (01908) 653867, email mulberrybear­enquiries@open.ac.uk or see their website at www.mulberrybear.org.uk
There are a number of other private nurseries in the Milton Keynes area.
Page 7 of 8 June 07 FACILITIES
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Catering facilities providing meals, snacks and drinks
Open University Club (offering a number of club and society events, sports and social outlets).
Occupational Health Department (located on site at Walton Hall) provides professional advice to individuals and managers on all work related health issues.
Natwest; Bank sub branch on site at Walton Hall
Shop selling general provision on site at Walton Hall Local Education: Information on local schools can be obtained from the Learning and Development Directorate, Milton Keynes Borough Council on (01908) 253489 or visit their website at: www.mkschools.net. SMOKING POLICY Please note that smoking is not permitted in University buildings, bars and catering areas. Smoking is only permitted in designated outdoor areas.
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