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:
8819
Job title:
Senior Coordinator, Associate Lecturer
Services
Reports to:
Senior AL Services Manager
Salary:
£24,766 - £29,541
Terms and conditions:
Support Staff
Grade:
6
Duration of post:
Maternity leave cover to 31 December 2013
Working hours:
Full time, however 30 hours would be
considered
Location:
Milton Keynes
Closing date:
Thursday 21 March
Type of application form accepted:
Application form with a covering letter
outlining how you meet the person
specification
Number of referees required:
2
Unit recruitment contact:
Sandra Chapman
2. Summary of duties
Supervising activities relating to the reimbursement of salaries and other payments
to Associate Lecturers (AL) and ‘specialist tutors’. Supporting the salary approval
process and maintaining the currency and accuracy of all pay parameters,
information and the reconciliation of the monthly payroll (approximately £4M each
month)
Supervising activities relating to the allocation of tutors to students, including
maintaining the currency and accuracy of related module Tutor-Student Allocation
(TSA) and Learner Support parameters. Supporting AL Services colleagues with the
corporate database (CIRCE) for Tutor-Student Allocation and tutorial timetabling.
Disseminating information on tutor group sizes to AL Services teams in
regions/nations and other relevant staff.
Maintaining and developing knowledge and understanding of University policy and
procedures relating to salaries and payment and the allocation of tutors to students
and delivering appropriate information to staff via the intranet, TutorHome web site
and the University e-messaging system (CAMEL)
Acting as a first point of contact for AL Services teams in regions/nations on issues
relating to Tutor-Student Allocation, tutorial timetabling and for AL Services teams
and faculty staff on issues relating to Associate Lecturer payments.
Providing support and advice for the systems maintained by the AL Services, Milton
Keynes team relating to pay, Tutor-Student Allocation and tutorial timetabling.
Working closely with the appropriate AL Services Manager in liaising with faculty
staff, Staff Payments Office and the Information Technology unit to ensure that
appropriate AL services are provided to Associate Lecturers in support of students.
Supervising the coordination of AL Services communications to tutors.
Working with the wider AL Services Team to implement system and procedural
changes and share best practice.
Main duties:
Supervision of processes and procedures in relation to the employment of Associate
Lecturers
 Working with AL Services teams in regions/nations undertaking processes for
Tutor-Student Allocation, tutorial timetabling, and payment of Associate
Lecturers.
 Providing management information and statistics as appropriate using the
corporate mangement information system, (CIRCE MI) e.g. on student and
Associate Lecturer numbers.
 Coordinating the collection of HESA statistics for AL Leavers as part of the
annual report. This involves liaising with the Strategy Office, AL Services Teams
and ALs.
 Providing support and advice to other people using the corporate management
information system (CIRCE MI).
 Overseeing processes in relation to Associate Lecturers leaving the University.
 Overseeing processes for the payment of Associate Lecturer salary, fees and
expenses.
 Advising faculty staff on policies and procedures relating to Associate Lecturer
salaries and payments
 Ensuring that personal data and records relating to Associate Lecturers are
updated and retained appropriately and in accordance with University policy.
 Monitoring and evaluating processes to ensure agreed service standards are
maintained.
Salary and payment processes
 Ensuring that all payment rates held on the corporate database (CIRCE) for
Associate Lecturers and ‘specialist tutors’ are maintained in line with agreed
University policies. This includes the salary bands and student related fee
multiples, contact hours, approved student ratio for modules excluded from the
AL contract;
 Monitoring the monthly AL payroll for accuracy using an Access database.
Identifying errors and, instructing AL Services teams in regions/nations to take
corrective action, as necessary, and/or arranging manual payments to ensure
correct payments are made to Associate Lecturers and ‘specialist tutors’;
 Using detailed knowledge of the corporate database (CIRCE) to answer pay
related queries from AL services teams in regions/nations, Staff Payments Office
and individual queries from Associate Lecturers and ‘specialist tutors’;
 Co-ordinating the production and delivery of payment information for Associate
Lecturers and 'specialist tutors’;
 Overseeing the payment of other ad hoc manual payments as required;
 Maintaining the Module Information Guide on the TutorHome website;
 Maintaining the AL Procedures information on salaries and payments on the AL
Services intranet.
Budgeting and reporting
 Supporting the AL Services Manager with the provision of management
information to determine the Inter-Unit Planning and Co-ordination costs (IUPC
S4) and completing Tutor-Student Allocation (TSA) returns.
 Working closely with the Senior AL Services Manager to prepare management
information for the Tuition budget setting/forecasting and group size analysis
processes. Requesting appointment and Tutor-Student Allocation data from the
Information Technology unit prior to payroll for budget setting/forecasting.
 Arranging the circulation of information on TSA group sizes to regions/nations.
Tutor Student allocation process – in consultation with the AL Services Manager
 Managing operational processes and systems to set up TSA ready for
regional/national AL Services teams to start the allocation process..
 Supporting and advising AL Services teams in regions/nations with the day to
day use of the corporate database (CIRCE) Tutor-Student Allocation system, in
consultation with the Information Technology Unit.
 Supporting and advising AL Services teams in regions/nations with the day to
day use of the TSA planning maps Access database
 Co-ordinating the central activities for TSA; this involves arranging the
generation of default Tutor-Student Allocation and Learner Support (LSA)
parameters for future module presentations in line with an agreed schedule
 Agreeing the schedule of Tutor-Student Allocation activities with regions/nations
and the Information Technology unit. Agreeing any early Tutor-Student
Allocation transfers for large presentations with later multiple module
presentation starts;
 Monitoring the non allocation of students to a tutor using the corporate database
(CIRCE) Tutor-Student Allocation system, taking corrective action where
necessary;
 Co-ordinating requests from Faculties for modules to be located in single
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regions or groups of regions/nations (hubbed) in consultation with the Senior AL
Services Manager (Milton Keynes) and Assistant Director, AL Services.
Updating the contact list of inter-regional Appointments Advisers and contacts
faculties for details of new advisers.
Allocating a region/nation AL Services Manager to act as liaison contact for
each adviser and posting the contact details onto the AL Services Intranet.
Maintaining the procedures for inter-regional appointments and running regular
queries on the use of inter-regional appointments.
Maintaining the AL procedures information on Tutor-Student Allocation on the
AL Services intranet;
Maintaining the log of Tutor-Student Allocation student (study centre) catchment
area codes, issues and generating new codes and de-activating existing codes
as appropriate.
Tutorial planning and timetabling
 Supporting and advising AL Services teams in regions/nations with the day to
day use of tutorial timetabling system (Managing Study Events), the University
e-messaging system (CAMEL), TutorHome/Student Home e-timetables and
Tutorial Finder in consultation with the Information Technology unit.
 Acting as the initial point of contact for AL Services teams regions/nations where
tutorial timetabling information has failed to display on StudentHome and
TutorHome websites and liaising with the Information Technology unit to resolve
problems.
 Maintaining UK and Ireland public holiday dates for the tutorial timetabling
system (Managing Study Events)
 Liaising with the Information Technology unit and AL Services teams in
regions/nations on updating and developing procedures.
Associate Lecturer employment issues
 Acting as the initial point of contact for faculty staff with queries on Associate
Lecturers leaving the University.
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Ensuring that any changes relating to Associate Lecturer employment issues
have been communicated to the relevant AL Services teams.
Services to Associate Lecturers
 Supporting the AL Services Managers in the provision of information and advice
to Associate Lecturers (and their line managers) on regulatory and
administrative procedures relating to Associate Lecturer payments.
 Ensuring information provided to Associate Lecturers either online or by email is
timely and appropriate.
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Supporting AL Services Managers with fact-finding and investigations in relation
to Associate Lecturer or student complaints and AL Services provision in
support of Associate Lecturers, students and faculty staff.
Supporting the implementation of system and procedural changes:
 Ensuring changes to AL Services systems or practice are disseminated
appropriately to relevant staff in all locations.
 Assessing the impact of changes to systems or procedures on workloads within
the team and working closely with the Senior AL Services Manager to deploy
staff as necessary.
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Providing feedback to central units on any changes to ensure any
implementation issues are taken in to account.
Communication with AL Services teams regions/nations and Associate Lecturers
 Maintaining paper copies of appropriate AL information documents produced by
the team e.g. Payment Information for Associate Lecturers booklet
 Identifying recipient groups and distributing messages via the University emessaging system (CAMEL) on behalf of the wider AL Services team and other
University stakeholders e.g. Human Resources, faculties, the Director, Students
etc.
 Maintaining the mailing contents checklists for new ALs.
 Maintaining the log of publication codes for printed documents.
 Maintaining information on the AL Services Intranet (AL procedures) on salaries,
pay, Tutor-Student Allocation and tutorial timetabling systems (Managing Study
Events). Maintaining the same information on TutorHome, as appropriate.
Updating the TSA roles and contact document.
Working with the wider AL Services Team and location based colleagues
 Contributing to the development of policy, practice and procedures in relation to
the work of the wider AL Services Team.
 Sharing good practice with colleagues based in other locations in order to
ensure consistency of approach across the wider AL Services team.
 Providing secretariat support for AL Services Manager meetings. Liaising on
agenda items and coordinating any papers from the senior AL Services
Managers team. Managing the SharePoint area.
AL Services, Milton Keynes team activities
 Co-ordinating customer contact system (VOICE) service requests for the team,
arranging for service requests to be distributed to staff, as appropriate
 Co-ordinating other team activities, such as, the production of AL CIRCE MI
listings for module teams and the checking of expense claims, as required
 Providing cover for AL recruitment advertising on the Teaching with the OU
website.
3. Person specification
Criteria
Education,
qualifications and
training
Essential
A good standard of education to
at least A-Level/Higher standard
(or equivalent).
Desirable
A demonstrable commitment to
continuing personal and
professional development.
Knowledge, work
and other
relevant
experience
Experience of working with
complex operational activities.
Experience of staff
management.
Knowledge of and commitment to
equality and diversity policy and
practice.
Experience of
involvement in
implementing change.
Experience of working
in higher or further or
adult education.
Skills and
capabilities
Excellent interpersonal and
communication skills with the
ability to work with people at all
levels internally and externally.
Excellent planning and
organisational skills.
Confident ICT skills including a
high level of competence in
Microsoft Word, Excel, Access
and Outlook and the ability to
use web-based information
systems and communication
technologies for working and
managing at a distance.
Proven ability to interpret,
analyse and present complex
management information and
communicate this effectively to
others.
Ability to contribute to
continuous business process
improvement through the
exploitation of information
technology.
Ability to work with and develop
office procedures and systems.
Excellent numeracy skills with
the ability to work quickly and
accurately.
Ability to use and interrogate
complex databases and to
support other users of these
databases.
Ability to develop and
manipulate management
information systems.
Additional
requirements
Willingness to work unsocial
hours occasionally and to travel
occasionally to other University
locations.
4. Role specific requirements e.g. shift working
None
Proven negotiating and
influencing skills.
Ability to coach and
develop staff.
Ability to provide a
secretariat role to support
working groups and
committees.
2. About the unit/department
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 and residential schools staff. It is the largest Unit of the University
with an annual budget of more than £90 million. More than 7,000 staff (1,100 ‘internal’
staff and 6,500 Associate Lecturers) are employed by the Unit at or through:
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four central sub-units based at Walton Hall, Milton Keynes
3 National Centres based in Scotland, Wales, Ireland and ten English regions.
The Director, Students, who is the Head of Student Services, is a member of the ViceChancellor’s Executive and reports directly to the Vice-Chancellor. Student Services is
divided into four functional areas as follows:
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Student Recruitment and Financial Support
Teaching and Learner Support
Assessment, Credit and Qualifications
Business Services
The activities within the functions are supported from seventeen sub-units, of which four
are based at the Walton Hall campus and thirteen are located throughout the UK. In
addition there is an office located in Dublin from where services are provided to support
particular markets.
The management structure for Student Services is headed by the Student Services
Executive which comprises:
 Director, Students
 Director, Business Services
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Director, Assessment Credit and Qualifications
Director, Student Recruitment and Financial Support
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Director ,Teaching and Learner Support
Director, Learner Support Services
Director, Associate Lecturer Services
The Directors of Functions, in addition to their Student Services-wide functional
responsibilities, each manage one of the Walton Hall based sub-units or one of the
English sub-units.
Teaching and Learner Support
Main Aims:
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to develop and deliver teaching and learner support services in furtherance of
the university’s academic objectives and mission;
to contribute to the defining of challenging student service standards;
to develop and deliver teaching and learner support services that are high
quality, cost-effective and inclusive;
to contribute to the integration of teaching and learner support across university
functions and locations.
The Teaching and Learner Support sub-unit has over 100 staff at Walton Hall and 150
staff in AL Services in regions and nations. It liaises closely with the regional and
national centres in delivering teaching and other services to students.
It includes the following teams:
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Associate Lecturer Services
Associate Lecturer Support and Professional Development
Careers Advisory Service
Communications
Disabled Student Services
Learner Development
Learning, Design and Technology
Residential Schools
Widening Participation and Offender Learning.
Associate Lecturer Services
The Associate Lecturer Services team, led by Dr David Knight (Director, Associate
Lecturer Services) is a UK-wide team of staff based at Walton Hall and in the 13
regional and national centres. The team, working in liaison with faculty colleagues in
regions and nations, is responsible for the recruitment, appointment and employment of
the University’s 6,500 Associate Lecturers teaching students on over 400 modules.
3. 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 Steve Wootton on ext 58037 or email steve.wootton@open.ac.uk
If you have any questions regarding the application process please contact Sandra
Chapman on ext. 58471 or email SS-TLS-Recruitment@open.ac.uk
4. Where to send applications
Please ensure that your application (long application form with a covering letter setting
out how you meet the Person Specification) reaches the university by 5 pm on
Thursday 21 March.
Post it to:
Sandra Chapman
Department/Unit:
Student Services
Address:
Frank Henshaw Building
Hammerwood Gate
Kents Hill
Milton Keynes
MK7 6BY
Post code:
Or e-mail your application to: SS-TLS-Recruitment@open.ac.uk
5. Selection process and date of interview
The interview panel will be chaired by Steve Wootton. The interviews will take place
week commencing 26 March.
The selection process for this post will include an interview and other exercises.
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 date will not be accepted.