FACULTY OF MATHEMATICS, COMPUTING AND
TECHNOLOGY
DEANERY ASSISTANT, FINANCE
Information for Candidates
CONTENTS
Page
Vacancy ID: 4123
October 2007
Introduction
1
The Open University
1
Faculty of Mathematics, Computing and
Technology
1
Information about the role
2
Person Specification
4
Application Procedures
5
Appointment Procedures
6
General Information for Applicants
7
Benefits and Facilities
8
Faculty of Mathematics, Computing and Technology
Deanery Assistant, Finance
9 month full time, temporary post/secondment
based in Milton Keynes, UK
Further Particulars
Ref: 4123
Introduction
The new Faculty of Mathematics, Computing and Technology was launched on 1 October 2007. This
role offers the opportunity to work in a friendly working environment in the new Faculty. The role holder
will provide comprehensive secretarial and clerical support within the Deanery and specifically to the
Resources Administrator. These are exciting times and the merge will bring new opportunities. The
successful candidate will need to be flexible and responsive to new initiatives. Once initial training has
been completed the role holder will be required to work independently to achieve Faculty and University
objectives.
This temporary post/secondment is to cover the substantive role holder who is currently on a staff
placement.
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, CD-ROM, 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 4,500 staff plus
over 7,000 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, socio-economic
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 can
perform their jobs to the best of their abilities and meet individual and University objectives. Our objective
is that all staff undertake a minimum of 5 days development activity in each year.
Further information about the Open University is available at http://www.open.ac.uk
Faculty of Mathematics, Computing and Technology
The new Faculty of Mathematics, Computing and Technology was launched on 1 October 2007. The
new faculty is the result of a merge between the Faculty of Mathematics and Computing and the Faculty
of Technology. The new Faculty will consist of four Departments: the Department of Computing, the
Department of Mathematics and Statistics, the Department of Design, Development, Environmental &
Materials and the Department of Systems, ICT and Technology Management.
All centrally-based staff are currently housed in the Mathematics and Venables Buildings, which provides
office accommodation, laboratories and meeting rooms.
The new faculty website is currently being developed however further information about the Faculty of
Mathematics and Computing is available at http://www.open.ac.uk/mcs and information about the Faculty
of Technology is available http://technology.open.ac.uk/
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Information about the role: Deanery Assistant, Finance
Brief outline of the job
The role holder will be located in the Mathematics building in the first instance. The role holder will report
to the Research Co-ordinator.
Duties
1.
Provide Clerical support to the Resources Administrator
1.1
Administration of general Faculty travel claims: check validation of expenses claimed, query or
amend as necessary before passing on for authorisation.
1.2
Maintain the Faculty’s Budget Authorisation Signatories List and permissions list (for internal
systems FIDO/TSE). Prepares paperwork for Finance to support changes to the Faculty’s
authorised budget signatories list.
1.3
Authorised holder of Purchase Requisitions, Course Material Requisitions, Stores Indents, and
Print Requisitions. Checks validity of payments and advises on procedures to follow; the budget
code to be used; and keeps a record of those issued. Keep postage labels for the Faculty’s
external mail. Advises on general budget matters.
1.4
Receive, check and process supplier invoices. Deal with queries as necessary. Liaise with
departments and/or internal and external suppliers as required.
1.5
Create and maintain Excel spreadsheets to monitor income and expenditure for non-staff
budgets. Record commitments against budgets.
1.6
Check entries on FIDO to ensure accuracy of information. Liaise with Finance about any
discrepancies.
1.7
Advise budget holders of any variances or problems that may be apparent from the monthly
reconciliation exercise.
1.8
With the Resources Administrator produce forecasts to meet the University timetable and advise
on available funds.
1.9
Prepare information for Faculty Committees
1.10
Assist with end of year accruals by identifying and recording accruals in accordance with the OU
Financial Regulations. Work with the Resources Administrator in offering advice on action to be
taken on over and under-spends, and co-ordinates accrual procedures. Advise on final accruals
and pre-payments.
1.11
DL day budgets: responsible for actioning budget transfers to all Regional Centres, once notified
of allocations by the Administrator. Monitors all ongoing expenditure through the year, follows up
all queries with the Region and Faculty Accountant and where necessary alerts the Administrator
to any problems. Provides forecast information and on behalf of the Regions identifies and
actions all accruals.
1.12
Responsible for the day to day monitoring of the Faculty residential school budget print outs,
investigating discrepancies and reconciliation with the General Ledger. (This activity may
change)
1.13
With the Administrator responsible for the summer school budgets, is responsible for the
preparation of the final budget out-turn figures and the following year’s Faculty residential school
budget estimate ready for submission to Residential Schools. (This activity may change)
1.14
Prepares the individual spreadsheets and overall Faculty consolidation spreadsheet.
1.15
In accordance with University Internal Audit guidelines, is responsible in all cases for recording
and monitoring expenditure, raising purchase/print and stores requisitions, checking expenditure
against monthly print-out and is responsible for raising discrepancies with appropriate staff and
resolving problems.
1.16
Collates incoming part-time staff expense claims and prepares for batching and delivery to Data
Prep Centre.
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2.
Curriculum
2.1
The role holder will be required to provide secretarial and clerical support within the Deanery
however due to the merge these duties have yet to be determined.
3.
Other duties
3.1
Maintains the Finance page on the Faculty’s intranet site, ensuring all information is correct and
up to date.
3.2
Support to IT Support Team (TBT): provides ad hoc support and data inputting for the Faculty’s
IT office.
3.3
Undertakes any other duties appropriate to the role and grade as may be required.
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Person Specification
Qualifications, Experience and Expertise
Essential

GCSE Grade C or equivalent standard of education to include English

Evidence of numeracy skills

RSA Stage II typewriting/word processing or equivalent

Excellent IT experience in an office environment, including a good working knowledge of word
processing, electronic diaries, email, spreadsheets, database and internet packages

Previous office experience in a secretarial/clerical capacity

Previous budgetary experience

Excellent written and oral communication skills; including advising, questioning, listening and
interpreting

Good organisational skills and the ability to respond flexibly to changing priorities

Adaptable and responsive to changing duties and working practices

Taking responsibility for development and continuous improvement of procedures

Able to work as part of a team

Demonstrate an understanding of equal opportunities and diversity in the work place

Able to take ownership of a problem and resolving it

Able to use own judgement and initiative to plan and organise own workload to ensure deadlines are
met; and within the resources that are available

Able to work independently

Able to work accurately, paying attention to detail

Committed to continuous personal development
Desirable

European Computer Driving Licence (ECDL); Computer Literacy and Information Technology (CLAIT)
Microsoft Office Specialist (MOS)
Starting Date and Salary
This post is available immediately and a mutually convenient start date will be arranged. Appointment will
be made on the Secretarial and Clerical pay scale £18,702 – £21,050, depending on experience.
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Application Procedures
How to Apply
Application forms should be returned to:
The Recruitment Secretary
Faculty of Mathematics, Computing and Technology
The Open University
Walton Hall, Milton Keynes
MK7 6AA
UK
The Recruitment Secretary can be contacted by:
Tel: +44 (0)1908 654161; or by
Email: mcs-recruitment@open.ac.uk
Applications should quote reference: 4123
The closing date for applications is 23 October 2007.
Shortlisting is expected to take place during the week commencing 29 October 2007. Interviews are
expected to take place the week commencing 5 November 2007. Those selected for interview will also
be expected to complete a desktop exercise.
Applications should include the following two items:
1.
A completed application form. Please ensure you complete all sections of the form in full. A CV
is not required.
2.
A letter of no less than 500 words, stating why you are interested in the post and listing how you
match our person specification, giving examples where possible. Your letter will form part of the selection
process and will help us assess your ability to meet the criterion for good communication and interpreting
skills. The letter is an important part of your application.
Applications that do not include these two items will not be considered.
Disabled Applicants
The Open University welcomes applications from people with disabilities and information about disability
is requested solely in order to make arrangements for an interview if necessary. Disabled applicants
whose skills and experience meet the essential requirements of the job will be interviewed.
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.
Please be advised that the employing Unit is responsible for requesting references from your referees.
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Appointment procedures
The Appointment Panel will short-list candidates whose written application demonstrates a good fit with
the person specification, subject to a limit on the number of candidates to be interviewed. References will
be taken up on these short-listed candidates. The decision on the appointment rests solely with the
Appointment Panel.
The Appointment Panel is expected to include:

The Faculty Support Services Manager

Resources Administrator

A member of the Deanery team
Confidentiality
A candidate’s full application is circulated only to the Appointment Panel. Members of the Appointment
Panel are instructed that under no circumstances should they inform anyone outside the Panel of
applications.
Informal enquiries
Informal enquiries about the post may be made to:
Denise Swann, Faculty Support Services Manager
Tel: 01908 653805
Email: d.l.swann@open.ac.uk
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General Information for Applicants
Equal opportunities
Equal Opportunity is University Policy - the University aims to create the conditions whereby students and
staff are treated solely on the basis of their merits, abilities and potential, regardless of gender, colour,
ethnic or national origin, age, socio-economic background, disability, religious or political beliefs, family
circumstances, sexual orientation or other irrelevant distinction. The University has an action plan to
implement this policy.
Therefore, we ask applicants to complete the Equal Opportunities Monitoring form which is attached to
the application form (as a tear off slip or separate page electronically). This provides us with information
to monitor recruitment activity in relation to gender, ethnicity and disability. Please be assured that the
slip/page is removed prior to the Appointment Panel reading your application and that all information is
treated in the strictest confidence.
Location
The Faculty of Mathematics and Computing is located within the main campus of the Open University, at
Walton Hall, Milton Keynes, Bucks, UK. This is about 40 miles north-west of London and is close to the
M1 motorway and the A5 trunk road. Milton Keynes Central Railway Station, some four miles from the
campus, has frequent services on the London (Euston) to Birmingham main line.
Appointees are normally expected to live within a reasonable travelling distance of Milton Keynes.
Feedback on recruitment process
If you have any comments or concerns about any stage of the recruitment process please write to the
Team 2 HR Officer, Human Resources Division, Open University, Walton Hall, Milton Keynes, MK7 6AA,
UK.
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Benefits and Facilities
This sheet provides a flavour of staff benefits and facilities. Full details will be available if you join us.
Staff Development
We have a strong commitment to providing training and development in and beyond your 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’ training and
development activity in each year – this may include attendance at formal courses or other learning e.g.
use of self-study material. We invest substantial time and money in our staff development provisions and
we waive fees (up to a certain level) 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.
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
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.
Pre-School Childcare Subsidy; we have a means-tested 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
Nurseries: The Mulberry Bear Day Nursery & Pre-School is a purpose-built 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 and, although there are full and part-time places available, there may
be a waiting list in some age groups. For further information, please telephone Milton Keynes (01908)
653867, email mulberrybear-enquiries@open.ac.uk or see their website at www.mulberrybear.org.uk
There is also a Borough of Milton Keynes nursery at nearby Kingston where the OU has reserved places.
There are a number of other nurseries in the Milton Keynes area.
Facilities

Catering facilities providing meals, snacks and drinks

Open University Club (offering a number of club and society events, sports and social outlets)
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
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 provisions 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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