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:
9706
Job title:
External Affairs Assistant
Reports to:
Policy and Public Affairs Executive
Salary:
£20,972 - £23,585 pa (pro-rata) depending on
qualifications and experience.
Terms and conditions:
Secretarial and Clerical
Grade:
5
Duration of post:
Permanent
Working hours:
18.5 per week, part-time
Location:
The Open University, National Centre, Belfast
Closing date:
12 noon on 31 January 2014
Type of application form accepted:
Full application form and covering letter
Number of referees required:
Two
Unit recruitment contact:
Michelle Graham
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January 2010
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2. Summary of duties
Overall job purpose
The External Affairs Assistant will provide administrative support for the external affairs and
communications activities within The Open University (OU), primarily for the Policy and Public
Affairs Executive. The post will focus on work in the Northern Ireland and the Republic of
Ireland, with a degree of internal liaison with colleagues at The Open University head office in
Milton Keynes, and in the nation offices in Scotland and Wales. This is an important post which
is varied and interesting. The post-holder requires excellent communication and organisational
skills combined with a high level of motivation, initiative, flexibility and attention to detail.
Main duties:
1. Administrative support
1.1 Provide dedicated administrative and clerical support to the Policy and Public
Affairs Executive including typing of correspondence, reports, minutes and other
internal documents, acknowledging and replying to correspondence and emails,
arranging meetings and diary coordination, photocopying and making travel
arrangements.
1.2 Work closely with the Policy and Public Affairs Executive to execute the work of
the External Affairs function in Northern Ireland and the Republic of Ireland.
1.3 Produce information and assist in the preparation and production of project
specifications, reports, strategic planning documents, briefing materials, publications
and press releases.
1.4 Generate graphical and statistical information from spreadsheets and databases
to be incorporated into reports and presentations for external stakeholders.
1.5 Provide budget support, including procurement of services for the Policy and
Public Affairs Executive.
1.6 Set up presentations and meetings with internal staff and external contacts and
arrange refreshments as required.
1.7 Maintain shared area and files for the Policy and Public Affairs Executive and
External Affairs activities.
1.8 On occasion, take notes at internal meetings and meetings with external groups
and produce and distribute agendas and minutes, maintaining confidentiality at all
times.
1.9 Liaise and work with staff in the OU in Northern Ireland and Republic of Ireland,
centrally and across the UK as directed by the Policy and Public Affairs Executive.
2. Communications and publicity support
2.1 Assist with the maintenance and development of external affairs contact
databases for The Open University.
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January 2010
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2.2 Assist the Policy & Public Affairs Executive in developing and maintain good
relations with media, public affairs officers and departments in Governments and their
agencies, political stakeholders, other universities and sectoral organisations.
2.3 Assist with development and execution of targeted media campaigns and
proactively contribute to regular updates to and maintenance of website, social media
and intranet sites (internal/external).
2.4 Source and undertake communications, publicity and press work (including press
releases, newsletters and photography) relating to key areas of the policy and public
affairs strategy of The Open University, for both internal and external publications.
2.5 Proactively assist in the preparation and delivery of both internal and external
events relating to External Affairs activities, and the activities of The Open University
more generally.
2.6 Support and participate in the Belfast and Dublin degree ceremonies and
associated planning.
3) Any other duties to be determined
The University reserves the right to make changes to the post holder’s duties and to
require them to work in other areas of the University and to be subject to any special
conditions applying in those areas in furtherance of the University's objectives. Reference
to this condition is made in the offer of appointment to the successful candidate.
3. Person specification
Criterion
Requirement
Essential/
Desirable
Measured by
A Application
B
Test/Exercise
C Interview
Education and
qualifications
A Levels or evidence of equivalent
educational experience.
E
A
Knowledge,
work and other
relevant work
experience
Experience of working in a public affairs
or communications role, organising
public affairs or communications
activities.
E
AC
Proven IT skills in the use of Microsoft
Office software. Competence in the use
of word-processing, spreadsheets,
databases and diary management.
E
AC
Professional manner and experience of
dealing with a range of stakeholders.
E
AC
Excellent standard of written and verbal
E
AC
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January 2010
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communications.
Skills &
competencies
Additional
requirements
Experience in editing websites, and
working through social media.
E
AC
Experience of organising events and
meetings for external and internal
groups.
D
AC
You can work effectively in a team
environment by sharing knowledge,
actively supporting team goals, and
working co-operatively to contribute to
positive outcomes.
E
AC
You have an aptitude for high quality
presentation and communication and
can use negotiating, ambassadorial and
influencing skills to build positive
relationships.
E
AC
You apply a wide range of inter-personal
skills in order to achieve team goals,
exercising tact and discretion where
necessary.
You are well organised and can prioritise
and plan your workload to ensure that
objectives and deadlines are met and
you work systematically.
You take personal responsibility for
getting things done and you use initiative
and judgement.
You demonstrate a motivated and
proactive approach to work by thinking
creatively, finding new ways of doing
things in order to achieve continuous
improvement, being open to and taking
advantage of change, and adjusting to
new demands.
You are able to manage competing
demands on your time and remain calm
when faced with difficult situations.
Experience of copy writing.
E
AC
E
AC
E
AC
E
AC
E
AC
D
A |B
4. Role specific requirements e.g. shift working
This is a part-time position (18.5 hours per week). Occasionally the postholder will be
required to work outside normal office hours, for example to staff events.
5. About the unit/department
Student Services
Student Services is responsible for the provision of educational and administrative
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January 2010
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services to students and for the recruitment, staff development and supervision of
Associate Lecturers. It is the largest Unit of the University with an annual budget of more
than £90 million. More than 8,000 staff (1,100 internal staff and 7,500 Associate Lecturers)
are employed by the Unit at or through:
 five central Sub-Units based at Walton Hall, Milton Keynes
 3 National Centres based in Belfast, Edinburgh, Cardiff and ten English Regional
Centres.
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 Awards
Business Services
Each Nation is managed by a Director, who is responsible to both the Vice Chancellor and
to the Director, Students for the operations which take place in both Northern Ireland and
the Republic of Ireland for the strategic development of the University in both jurisdictions.
Some of their responsibilities are specialist and can extend across several groups of other
regions or the whole of the UK.
The generic responsibilities of Nation/Region Centres include the following:

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promoting the image and interests of the University;
promoting the University’s courses and services;
providing an educational advisory service for prospective and existing students;
arranging advice, guidance and learning support for students throughout their
studies with the University;
recruiting Associate Lecturers, who work face-to-face, by correspondence, by
telephone and through ICT with students, and providing their induction, staff
development and overall management;
organising tutorial programmes and personal academic support for students at
appropriate venues or at a distance;
organising examinations at appropriate times throughout the year;
organising Degree Ceremonies for graduates;
working with other agencies to promote supported open learning for the benefit of
part-time and adult learners in general, and for Open University learners in
particular.
The Open University (Northern Ireland and Republic of Ireland)
The Open University is responsible for the promotion and delivery of the University’s
courses and qualifications in Northern Ireland and Republic of Ireland and for the provision
of core services to enquirers, students and staff. Some 7,000 students register annually,
across the island of Ireland, studying on a range of modules and qualifications.
The National Centre is based at 110 Victoria Street, Belfast, and there is a small Advice
and Enquiry Centre in Holbrook House, Holles Street, Dublin. The current establishment
of the National Centre is over 60 staff comprising the Director, two Assistant Directors, 17
academic staff and a range of other managerial, secretarial and clerical staff.
The prime objective of the OU is to provide information, advice and guidance to enable a
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wide range of adult learners to become students of the Open University and to give them
support and encouragement towards the successful completion of their studies.
The Open University:
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Enhances awareness of the existence and nature of the Open University by means of
promotion and advertising of its modules, programmes and qualifications and by
appropriate networking and liaison activities;
Provides advice, guidance and support to prospective and existing students who
enquire about the educational opportunities available from the University;
Provides an administrative framework for student admissions, records and progress;
Admits students and provides advice, guidance and support for them throughout their
studies with the University;
Organises tutorial programmes at appropriate venues
Recruits some 400 part-time Associate Lecturer staff and trains, develops and
monitors them;
Organises and manages Open University Business School residential schools at a
range of local venues;
Administers examinations at various times of the year;
Organises Degree Ceremonies for graduates at venues in Belfast and Dublin;
Works in partnership with other agencies to promote supported open and distance
learning for adult learners in general;
Contributes to the development of the educational communities in Northern Ireland
and the Republic of Ireland.
The operation as a whole is reliant upon the effective use of communications and
Information Technologies. It is therefore essential that new staff quickly become familiar
with, and competent in, the main University systems relevant to the job. Staff are involved
in organising large scale operations, using new technology to provide information for
students and staff and effective management of resources to provide and deliver all
services on schedule. All staff are concerned with the maintenance and improvement of
our high standards of support to individual students.
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 Frances Morton on +44 (0) 28 9024 5025 or email frances.morton@open.ac.uk
If you have any questions regarding the application process please contact Michelle Graham on
+44 (0)28 9024 5025 or email Ireland-Recruitment@open.ac.uk
Please refer to section 2 in the “Information for Applicants” document for further information.
7. The application process and where to send completed applications
Please ensure that your application reaches the University by:12 noon on 31 January 2014
Email to:
Ireland-Recruitment@open.ac.uk
Or post your application to:
Name:
Michelle Graham
Department/Unit: The Open University
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January 2010
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Address:
110 Victoria Street
Belfast
Post Code:
BT1 3GN
8. Selection process and date of interview
The interview panel will be chaired by John D’Arcy, National Director. The other members of the
panel will be John Addy, Assistant Director and Frances Morton, Policy and Public Affairs
Executive.
Interviews will be held in the National Centre, Belfast on Friday 14 February 2014.
The selection process for this post will include an in tray exercise.
Your covering letter should clearly identify how you meet the criteria in the person specification.
Please ensure that you provide relevant examples as evidence to support statements.
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 12 noon on the closing date will not be accepted.
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January 2010
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