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:
9070
Job title:
Manager, Residential Schools Team
Reports to:
Manager, Disability Resources and
Residential Schools Teams
Salary:
£30,424 - £36,298
Terms and conditions:
Academic Related
Grade:
7
Duration of post:
Permanent
Working hours:
Full time
Location:
Milton Keynes
Closing date:
Thursday 22 August 2013, interviews will take
place 3 September 2013.
Type of application form accepted:
The long application form and a covering
letter addressing the person specification
Number of referees required:
3
Unit recruitment contact:
Sandra Chapman
2. Summary of duties
Purpose of role:
Through the organisation and management of the Residential Schools Team, and
personal responsibility, the provision of an attractive residential schools programme of
high quality and value for money.
Role comprises:
a)
Leadership and management of Residential Schools Team
b)
Planning and managing residential schools services
c)
Budget management and reporting
d)
Process review and policy and service development
e)
Deputising
a) Leadership and management of the Residential Schools Team (15%)
The Manager leads the Residential Schools Team and shares good practice with
team members.
Team comprises a Co-ordinator, a Team Leader and three Assistants; the
Manager:
o Allocates work;
o Monitors performance and workloads;
o Conducts informal reviews and career development and staff appraisal
interviews;
o Identifies staff development and training needs;
o Follows University procedures to recruit team members;
o Provides initial assistance with personal and employment-related matters.
b) Planning and managing residential schools services (65%)
Manages the full range of operational processes, systems and schedules relating to
all aspects of the successful delivery of a programme of residential schools. This
includes the residential schools Manual of Office Procedures (MOP), which serves
as a point of reference for all staff.
Has overall responsibility for the management of the team’s activities and provides
comprehensive administrative and secretariat support for the full range of
residential and day school activities. This includes the direct administration of
several residential across the programme.
Planning residential schools
Co-ordinates the production and analysis of residential school data to inform
forward planning.
Advises Manager, Disability Resources and Residential Schools Teams in her / his
response to the changing needs of faculties and others.
Co-ordinates development of the residential schools programme, working with
members of the Residential Schools Team and, where appropriate, with regional
and faculty colleagues and external contacts.
Specifying residential schools
Helps Manager, Disability Resources and Residential Schools Teams establish and
confirm requirements for planned residential schools. This includes:
o Liaison with faculties over their needs and input into the Letters of
Understanding with residential school venue suppliers;
o Liaison with residential school venue suppliers over the Letters of
Understanding;
o Management of contracts and bookings with residential school venue suppliers;
o Monitoring student and staff feedback on the services offered to inform future
bookings.
Updates relevant residential schools websites, databases and other computing
applications with confirmed details.
Scheduling residential schools
Compiles planning (Processing Group) schedules for the range of residential
school activity.
Has overall management responsibility for Residential Schools Team workloads.
Recruitment, appointment, and payment of staff to work at residential
schools
Manages activities for the appointment of directing, tutorial (including learning
advisers) and non-academic staff to residential schools. Includes the advertising of
vacancies, liaison with faculties and others responsible for appointment
recommendations, and the subsequent raising and checking of employment
contracts, and the handling of special tasks and non-standard processes, for
example, mentoring for new tutors and making unusual travel arrangements.
Manages the subsequent making of staff travel arrangements, staff payment
returns and travel and subsistence claims required for staff recruited to work at
residential schools.
Student registration and attendance at residential schools
Manages activities for the successful attendance and participation of students at
residential schools. This includes:
o Prompt processing of student attendance data;
o Handling of special tasks and non-standard processes, for example, the
operation of stand-by lists and arranging for voluntary attenders at residential
school;
o Interpreting vacancy information and making manual allocations as appropriate;
o Management (in liaison with Disability Resources Team) of the allocation /
reallocation and appropriate other support for disabled students and those with
additional requirements;
o Management of the attendance at residential school of students registered on
OU Worldwide schemes (learning delivered in international partnership).
Residential school completion and follow-up activities
Reviews end of school reports and other feedback and takes remedial and other
action as appropriate.
Processes invoices from residential school venue suppliers, against own budget
lines and agreed faculty budgets as appropriate.
c) Budget management and reporting (10%)
Responsible to the Manager, Disability Resources and Residential Schools Teams
for monitoring budgets, authorising expenditure and recording commitments for the
NT61, BL14, BL38, and BL40 budget lines. Provides forecasts and assists with
year-end processes and budget bids as required.
d) Process review and policy and service development (10%)
Monitors student and staff feedback on the services offered by the Residential
Schools Team and takes action as required.
Leads team discussions and review of new initiatives and KPIs; shares knowledge
and understanding of the full range of residential school activities; adopts a flexible
approach when workload peaks and troughs and / or staff availability necessitates
the shorter or longer-term reassignment of priorities within the Residential Schools
Team.
Co-ordinates the further development of aspects of the residential schools
operation, working with members of the Residential Schools Team and, where
appropriate, with regional and faculty colleagues and external contacts.
Promotes ongoing discussion and review of residential school services to identify
possible enhancements for consideration by the Manager, Disability Resources and
Residential Schools Teams or others as appropriate. Helps pilot, evaluate, and
implement new services.
Contributes to the development of policy in relation to the duties referred to in this
job description, including drafting of papers and briefings for committees and
advisory and working groups.
e) Deputising
Deputises for the residential school duties of the Manager, Disability Resources
and Residential Schools Teams during temporary periods of absence, with full
responsibility for staff and other resources, operational systems and budgets.
Communication:
Liaises with other areas of the University and external bodies in the organisation and
management of his / her duties. Networks, negotiates and influences people, brokers
relationships with stakeholders, and builds and sustains effective communications with
other roles as required. Main contacts are with:
o
o
o
o
o
o
o
o
o
o
o
o
o
o
Academic Units (Faculties);
Assessment, Credit and Qualifications;
Associate Lecturer Services Team;
Communications Team;
Conference and other residential school venue suppliers (external);
Disability Resources Team;
Enquirers (colleagues, general public, and corporate) (includes external);
Human Resources Department;
Learning and Teaching Solutions (LTS) Distribution;
OU Students Association (includes external);
Regional / national Learner Support Teams and Residential Schools contacts;
Staff working at residential schools (includes external);
Student Recruitment and Financial Support (SRFS);
Students (external).
Systems and procedures:
The provision of residential schools operates within a series of overlapping annual
patterns. Contribution of activities to workload varies accordingly and operational
systems are planned and developed carefully by the Manager, Residential Schools
Team, advised by team members, to remain effective and efficient.
Upholds best practice use of local and University-wide systems and promotes use of ITbased, integrated management systems where benefits are possible e.g., VOICE
customer relationship management. S/he maintains operational activities with written
clerical procedures (including the residential schools Manual of Office Procedures),
liaising with team members and others in their production and upkeep as appropriate.
Resolves day-to-day problems and identifies improvements. Implements changes with
approval from the Manager, Disability Resources and Residential Schools Teams.
Standards and performance measures:
Contributes to the development of service standards and develops, maintains, and uses
appropriate systems to measure the quality and operational performance of the
activities for which s/he is responsible against these standards and other indicators.
Collects appropriate user feedback and service satisfaction data.
Information and advice:
Contributes to presentations about the Residential Schools Team and its work and
related subject areas for office visits and seminars, Open Day, and other similar events.
Provides related information, advice and data as required for a range of enquirers,
tailoring expert knowledge to meet specific circumstances. Attends conferences and
seminars etc. to collect information, make useful contacts, and represent the University
as required. Provides operational and other training as appropriate for Residential
Schools Team members, and provides and contributes to staff induction programmes as
required.
3. Person specification
Criteria
Education,
qualifications and
training
Essential
The jobholder needs the ability to
evaluate evidence, arguments and
assumptions, to reach sound
judgements, and to communicate
effectively. S/he will exercise
personal responsibility and make
decisions in complex and
unpredictable circumstances.
Desirable
Professional qualification or
equivalent training or
experience relevant to a main
activity of the job.
These requirements may be
demonstrated by a first degree or
equivalent qualifications or
experience.
Knowledge, work
and other
relevant
experience
Proven ability to plan, schedule and
co-ordinate a range of complex
e.g., cross-funtional and concurrent
operations.
Proven ability to work effectively
under pressure, working to
deadlines, prioritising workload and
managing time efficiently of self
and others.
Effective interpersonal and written
communication skills within own
areas of activity and wider (via e.g.,
presentation and networking, and
web pages and formal documents).
Good negotiating and influencing
skills and the ability to broker and
sustain relationships with a wide
range of stakeholders and business
partners.
Experience of organisational
budgeting and financial reporting
systems. Ability to manage a
budget accurately and effectively.
Experience of working in
teaching and learning and an
environment that included
one or more of the following:
event management, a
requirement for administrative
accuracy, analysing data,
interpreting information,
policy and procedures.
Criteria
Skills,
capabilities and
qualities
Essential
Experience of working in a
management role, including
effective leadership and
management of staff.
Desirable
Evidence of good general IT skills
and an ability to learn a range of IT
systems and software.
Experience of database
management and handling
sensitive or confidential
information.
Proven ability to work towards a
common goal in multi-disciplinary
team.
Methodical and analytical approach
to work with an ability to anticipate
and analyse problems and bring
forward workable solutions.
Proven ability to respond positively
and flexibly to changes in working
environment or needs of role.
Willingness to engage with new
systems and the ability to absorb
new concepts.
Good level of self-motivation.
Takes personal responsibility for
getting things done.
Proven ability to use initiative
and exercise sound
judgement.
Commitment to the aims of The
Open University and its Equality
and Diversity strategy.
Special working
conditions
Ability to work occasional out-ofnormal working hours.
Annual leave of more than three
consecutive working days may not
be approved at peak times.
Additional
requirements
Ability to travel occasionally within
the UK and Europe.
French, German or Spanish
language skills.
4. Role specific requirements e.g. shift working
Ability to work occasional out-of-normal working hours.
Annual leave of more than three consecutive working days may not be approved at
peak times.
Ability to travel occasionally within the UK and Europe.
5. 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:


Four central sub-units based at Walton Hall, Milton Keynes
Three National Centres based in Scotland, Wales, Ireland and 10 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 three functional areas as follows:



Teaching and Learner Support
Assessment, Credit and Qualifications
Business Services
The activities within the functions are supported from 17 sub-units, of which four are
based at the Walton Hall campus and 13 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
Director, Assessment Credit and Qualifications
Director ,Teaching and Learner Support
Director, Learner Support Services
Director, Associate Lecturer Services
Director Scotland
Director Wales
Director Ireland
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:




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:

Associate Lecturer Services






Associate Lecturer Support and Professional Development
Careers Advisory Service
Learner Support Services
Learning, Design and Technology
Residential Schools
Widening Access and Success Service
Residential Schools Team
The Residential Schools Team work with Regional Centres and in liaison with
academic units to run residential schools. It co-ordinates the following activities:







Future school scheduling
Contracts with school venues
Academic staff recruitment (in liaison with academic units), staff payments and
expenses claims
Student bookings, venue information and student attendance records
School budgets relating to student accommodation
New school proposals and their approval
Policy and procedures relating to residential schools
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 Jennie Augustyniak on 01908 653035 or email
jennie.augustyniak@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
7. 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 22 August 2013
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
8. Selection process and date of interview
The interview panel will be chaired by Jennie Augustyniak, Manager, Resources Team
and will include Michala Robertson, Assistant Director, Widening Access and Success
Service. Interview date: 3 September 2013.
The selection process will include an interview and an activity-based exercise.
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.