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:
11240
Job title:
Strategy and External Affairs Team Assistant
Reports to:
Events and Communications Co-ordinator
Salary:
£18,549-£20,781 pro rata
Terms and conditions:
Secretarial & Clerical
Grade:
4
Duration of post:
Permanent
Working hours:
18.5 per week
Location:
Edinburgh
Closing date:
10 July 2015
Type of application form accepted:
Full version only
Number of referees required:
2
Unit recruitment contact:
Karen Smith
2. Summary of duties
(i)
Supporting the Strategy & External Affairs Team (STEAR) of eight (direct admin
support to five managers and occasional clerical support to the rest of the team).
The work of the team covers areas such as event management, media and
communications, government relations, planning, funding and statistics.
(ii)
General administrative support to be provided for the team includes diary
management, dealing with correspondence and telephone calls, photocopying,
typing correspondence, reports, committee papers and other documents,
maintaining stationery levels and making travel arrangements.
(iii) Setting up meetings and presentations and making catering arrangements,
occasionally taking notes, producing and distributing minutes.
(iv) Helping to organise meetings and profile-raising public events, working closely
with the Events & Communications Co-ordinator.
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(v)
Distributing large scale mailings, circulars, committee papers, reports and other
correspondence.
(vi) Managing files for the Strategy and External Affairs Team, including shared
electronic files.
(vii) In addition, staff provide cover for each other as necessary and also share
responsibility for the office reception during absences.
Specific tasks

Deal with incoming and outgoing mail.

Logging media coverage and placing on notice board.

Maintaining stock of team’s materials: stationery orders, publications and event
materials.

Maintaining and updating contacts database, including large-scale and ad-hoc
updates.

Updating content on The OU in Scotland website, Twitter timetable and case study
testimonial files.

Transcribing interviews from audio recordings.

Helping to produce reports and setting up and maintaining spreadsheets.

Helping to produce and present key management information and statistics.

Processing and logging invoices and monitoring budget records.

General secretarial support including filing, photocopying, shredding, completing
visitors’ sheets, making room bookings. Make catering arrangements for meetings as
required and maintain team’s catering stocks.

Diary management for team including managing team’s Outlook Calendar, making
appointments and arranging meetings.

Submitting travel and accommodation booking forms.

Maintaining up to date filing both in hard copy and electronically and co-ordinating filing
audits.

Supporting the organisation of profile-raising public events. Includes liaising with
venues, booking couriers, preparing materials for delivery, mailing invitations and
managing guest lists.
Any other duties as may be determined by the Director, Scotland or Depute Directors.
The role holder may be required to undertake any other duties reasonably required as within
the nature of the duties and responsibilities of the role, subject to the proviso that normally any
changes of a permanent nature shall be incorporated into the Job Description in specific terms.
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All staff are expected:

To comply with the University’s Health and Safety and Equal Opportunities policies in
the performance of your duties

To take reasonable care of the Health and Safety of yourself and that of any other
person who may be affected by your acts or omissions at work.

To co-operate with the Open University in ensuring as far as is necessary, that
Statutory Requirements, Codes of Practice, University Policies and Departmental
Health and Safety arrangements are complied with.

To demonstrate a strong commitment to the principles and practice of equality and
diversity.
3. Person specification

A good general level of education to SCQF Level 5 (standard grade) level or
equivalent, including English and Maths.

At least intermediate-level experience of working with spreadsheets (preferably
including mail-merging), internet-based applications and Microsoft Office products
(including Word, Excel and Outlook).

Experience of using different computer systems within a working environment.

Good written and verbal communication skills.

A high level of attention to detail; demonstrating ability to prioritize and re-prioritize
tasks and organise own workload; a methodical approach to working, as well as
demonstrating ability to respond to immediate and changing demands accurately
and positively.

Takes full responsibility and accountability for own tasks and responds positively to
constructive criticism and corrections.

A flexible and willing approach to the varying workloads of the team.

An ability to pick up and follow instructions quickly and accurately, to show initiative
and to work unsupervised.

An aptitude for quickly learning new systems and procedures.

A basic level of financial literacy and experience of working with budget records.

Good research skills, in particular by using the internet and through direct calling.

Strong organisation skills, with experience of working in an administrative role in a
busy office environment and as part of a team.

A tactful and courteous telephone manner.

An interest in higher education and/or current affairs.
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4. Role specific requirements e.g. Shift working
The role may involve occasional over-time work on evenings or weekends.
5. About the unit/department
Student Services
The most crucial interactions and relationships with registered students are managed
through Student Services, working in collaboration with colleagues in the University,
and in particular those in academic units. More than 900 staff 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

Nine English locations
Student Services is led by the Director, Students who is a member of the ViceChancellor’s Executive and reports directly to the Vice-Chancellor. The Student
Services unit is divided into four functional areas as follows:

Access, Careers and Teaching Support

Assessment, Credit and Qualifications

Student Support

Office of Director, Students
The Open University in Scotland
With around 15,000 students, The Open University (OU) is Scotland’s leading provider
of part-time higher education. Some 40% of Scotland’s students studying part-time at
undergraduate level with a higher education institution study with the OU.
The cornerstone of the OU’s mission to be open to all and our open entry system allows
us to offer the opportunity for study to people from all backgrounds and sections of the
community. For example, more than one third of our undergraduate students had
qualifications below standard university entrance level when they joined the OU. We
are also Scotland’s main provider for students with disabilities.
Our reach is nationwide, and Open University students can be found in virtually every
postcode district and community in Scotland. Hundreds of Scotland’s blue chip
employers such as Scottish Power, Standard Life and Royal Bank of Scotland sponsor
their staff to study with us. Through our courses and qualifications in areas such as
health and social care, education, and business and management, the OU is playing a
major role in the training and professional development of Scotland’s workforce across
the public, private and voluntary sectors.
Today e-learning is an important part of the OU’s course delivery and our student
support services. Most OU courses use computing as an integrated part of the learning
experience; from online discussion groups and conferencing, to electronic assignment
handling, to dedicated course websites. With a high proportion of OU students in
Scotland online, even those living in the most isolated areas of the country are able to
participate in a truly interactive learning environment.
The OU is an integral part of the Scottish higher education community and actively
involved in the development of HE policy alongside all other higher education
institutions in Scotland. Since 2000, the teaching of OU students living in Scotland has
been funded by the Scottish Funding Council for Further and Higher Education.
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The 130 academic, administrative and secretarial and clerical staff at the OU’s centre in
Edinburgh offer an extensive range of support and specialist advice services to students
in Scotland. The core function of the office is to manage the University’s business in
Scotland. This includes managing relationships with government and other external
bodies, the research and development of learning and the recruitment and retention of
students in Scotland, as well as the employment, support and staff development of
more than 500 Associate Lecturers who deliver the University’s teaching programmes.
The office also provides advice, guidance and learning support to prospective and
existing students including a programme of outreach events; administers examinations;
organises annual degree ceremonies and promotes the University and its courses
within Scotland. We have been voted as one of the best universities in Scotland for
student satisfaction for the past nine years.
More information can be obtained from the OU web site at
http://www.open.ac.uk/scotland.
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 Louise Davison on 0131 549 7932 or email Louise.Davison@open.ac.uk.
If you have any questions regarding the application process please contact Karen Smith on
0131 549 7142 or email Karen.Smith@open.ac.uk.
7. The application process and where to send completed applications
Please ensure that your application reaches the University by: Friday 10 July 2015
Post it to:
The Open University in Scotland
Name/Job title:
Karen Smith
Department/Unit: Staffing Co-ordinator
Address:
10 Drumsheugh Gardens, Edinburgh, EH3 7QJ
Or email your application to: Scotland-Recruitment@open.ac.uk
8. Selection process and date of interview
The interview panel will be chaired by Kenny Stewart, Communications and Policy Manager.
The other member of the interview panel will be Louise Davison, Events and Communications
Co-ordinator. The interviews will take place on Tuesday 4 or Wednesday 5 August 2015. The
selection process for this post will include two in-tray 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. Expenses incurred for travelling to the interview will not normally be
reimbursed by the University.
Applications received after the closing date will not be accepted.
Your covering letter or supporting statement should clearly identify how you meet the
criteria in the person specification. Please ensure that you provide relevant examples
as evidence to support your statements.
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