The Open University

THE OPEN UNIVERSITY

HUMAN RESOURCES

Secretary/Administrative Assistant OU Secretarial Support Team (OUSST)

(Based in Milton Keynes)

Salary: £15,571 - £16,023 per annum (full-time) One permanent contract and two temporary contracts (until 31 July 2007 & 31 May 2007)

FURTHER PARTICULARS

CONTENTS CHECKLIST

You should find enclosed the following:

 Divisional Information

 Job Description

 Person Specification

 Benefits and Facilities

 How to Apply

IF ANY OF THE ABOVE IS MISSING PLEASE CONTACT:

Recruitment Co-ordinator Human Resources The Open University, Walton Hall Milton Keynes, MK7 6AA Telephone: (01908) 653406 e-mail: [email protected]

HUMAN RESOURCES Human Resources (HR) has around 86 staff who work within one of the 3 sections of the Division: Directorate Services, HR Development.

A brief summary about each section is given below:

1. DIRECTORATE

This section is responsible for co-ordinating HR policy development and providing a research/development resource, through a central team headed by the Director and two Assistant Directors. The team provides services corporately and to the HR Managers’ teams in HR Services. The section is also responsible for Industrial Relations and Employment Law advice, together with appropriate ‘crossover mechanisms’ designed to provide links between strategic policy, operational policy and implementation. The area is also responsible for human resource and information technology development, staff data and management information.

Occupational Health and Safety

The Occupational Health and Safety Department (OHSD) forms part of the Directorate. Open University staff and students operate within a wide range of health and safety contexts. Staff are employed in scientific and technological laboratories, in warehouses, in workshops, and particularly in offices using personal computers, and we have 13 Regional centres throughout the UK. Students attend residential courses at the premises of other higher education institutions and are sent equipment and materials for home- based experimental work.

This section is led by the Head of Occupational Health and Safety and comprises of a fully integrated occupational health and health and safety function. The OH Adviser is supported by an assistant OH Adviser, a full time Office Administrator and the University Medical Adviser visits the Department for five sessions per month. The Health and Safety Adviser is supported by a Health and Safety Co-ordinator.

There is a network of nominated occupational health and safety staff operating locally throughout the University including Health and Safety Co-ordinators, Departmental Safety Officers, Display Screen Assessors, First-Aiders, and Fire Wardens.

The University is also supported by specialists for Radiation Protection, Lasers, Asbestos, and Chemical Safety. 2. HR SERVICES

Headed by an Assistant Director, this section provides day to day advice and support to managers and staff on all operational HR issues, including recruitment, records, pay, grading advice, contracts, performance management, queries on implementation of policy and terms and conditions, redundancy etc.

HR activity is provided through three teams each headed by an HR Manager:

 HR Team supporting Learning and Teaching Solutions and Administrative areas, Library Services and the Knowledge Media Institute.

 HR Team supporting the Central Academic Units.

 HR Team supporting Student Services including 13 Regional Centres.

The HR Support Team is located within the HR Student Services Team but supports the work of all 3 teams in HR Services.

The teams also provide support on staff development needs, change management and provide a link to the Occupational Health and Safety Section on the implementation of health and safety management systems. The HR Managers also contribute to strategic and operational policy development. The teams work proactively and closely with staff and managers in their unit areas to ensure the most effective and appropriate balance and distribution of HR support activity as well as responding to their needs and understanding the work which the Units undertake. Temporary Employment Services also forms part of this section.

Pensions Section

The Pensions Section provides support to employees who are members of one of the University’s pension schemes. Day to day activities include work on new entrants, transfer enquiries, leavers, pensioners and secondments.

3. HR DEVELOPMENT

Headed by an Assistant Director, this section provides a development and change capability across the University and within HR. The section is responsible for leading the planning and delivery of institutional staff and development initiatives, for example senior staff development and the staff placement scheme and for ensuring effectiveness and value for money of staff development activity. Working closely with HR Services and the Directorate, the team supports and Co-ordinates University wide strategic change initiatives.

Specific areas of work in the section include:

 Developing policy and guidance related to development and change activity in the University.

 Providing and managing placement opportunities for staff within the University and with external agencies and supporting the community by providing oversight of student placements from other organisations to the University.  Developing, managing and co-ordinating the University’s leadership and management development programmes and for ensuring the effective operation of the 360º and effective staff management systems.

 Developing, managing and supervising the pool of consultants on projects related to development and change.

 Maintaining networks with other specialists within and outside the University.

 Providing central co-ordination for the University’s staff development providers. JOB DESCRIPTION

Job Title: Secretary/Administrative Assistant (Grade 4), OU Secretarial Support Team (OUSST)

Unit: Human Resources

Section: Temporary Employment Services (TES)

Reports to: HR Adviser

Main duties To service all sections of the University (excluding Regional Offices) with secretarial, clerical and typing support. To provide secretarial cover for any absences, vacant posts, peak work loads or any other need arising. Directly Supervises No-one. Although you may have this responsibility in higher level positions.

Description of Duties  Carry out secretarial/clerical duties at any support grade and in any part of the University (except Regional Offices), including, word processing, opening mail, filtering telephone calls, filing, keeping diaries, arranging meetings, travel and any related work.  Carry out clerical and word processing duties in any part of the University (except Regional Offices), and at any support grade.  Carry out Telephonist/receptionist duties.  Operate specialist equipment, e.g. photocopiers, fax and other related equipment.  Operate various software packages including:- MS Office Professional, familiarity with Windows, spreadsheets, databases (including Access) and electronic mail or other similar packages such as, First Class Mail, other publishing systems etc.

 Once new systems/packages are learnt or training courses undertaken to update the skills training checklist document.

 Ability to take minutes at various meetings within the University and work confidentially when required.

 Exercise a high level of skill in the use of complex software packages which involve the creation and use of style sheets (OU standard) for documents which may have to meet camera ready copy standards.  Possess/acquire detailed knowledge of the University structure and procedures and to act with initiative and without supervision in the performance of the duties of the post holder.  Complete the weekly recharge invoice, obtain the signature of the appropriate departmental representative, and submit it to TES.  Attend and contribute to monthly meetings of the OUSS Team and take minutes at these meetings as per the minute taking rota.  Learn other packages that various departments throughout the Open University utilise in their day to day activity.  Undertake any other duties that are relevant to this grade.

Exceptional or Deputisation Duties Occasionally required to supervise in departments where the post holder has expertise in that area. PERSON SPECIFICATION

Essential Desirable

EDUCATION/QUALIFICATIONS Good general education Audio GCSE Maths and English (or equivalent) Shorthand Minimum 50 wpm typing - RSA II, (or equivalent)

WORK AND OTHER RELEVANT Office experience which should include secretarial Four years office experience which EXPERIENCE experience should include reception experience. Competent in MS Office packages, including manipulation of information from the internet, spreadsheets, databases and Experience of other similar/related email packages. Experience of producing accurate and well-presented documents Dealing with confidential information which requires discretion and diplomacy Competent taking minutes at various meetings

PERSONAL QUALITIES AND Excellent communication skills, (both verbal & written) Interest in own personal and ABILITIES Ability to: professional development . Deal with people at different levels . Work on own initiative, to plan and prioritise work . Resolve complex problems . Work independently and as part of a team . Proactively support senior members of units . Accurately and effectively manage the diaries of colleagues . To develop software skills . Work at higher grade when required . Support team members by offering advice/assistance and sharing knowledge/experience gained . Promote the image and reputation of the team . A high degree of versatility when re-allocated to new departments . Desire to learn new systems and skills

DELIVERING CUSTOMER . Commitment to the provision of best quality service to SATISFACTION both internal and external customers . Ability to listen well

DELIVERING INNOVATION AND . Ability and willingness to improve service delivery when CHANGE conscious of potential benefits . Ability to respond flexibly to requirements . Willingness to seek new ways of doing things as appropriate

WORKING COLLABORATIVELY . Ability to work effectively as part of a team, valuing the contribution of others

DELIVERING RESULTS . Ability to prioritise and manage own workload to ensure objectives are met within a given timescale . Ability to communicate clearly and effectively

THINKING HOLISTICALLY . Ability to take an active interest in what is happening in your department, the OU and the wider environment. . Ability to understand the nature of your role and how it fits within your department and within the University Benefits and Facilities This sheet provides a flavour of staff benefits and facilities. Full details will be available when 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’ 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 for staff wishing to study our own courses.

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.

Study Leave Permanent Central Academic staff (and those on contracts of 2 years or more) are entitled to study leave on full salary for research or other approved academic purposes for two months in each leave year. For Regional Academic staff the entitlement is to study leave on full salary for two months within each period of two years completed service.

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  Female staff are entitled to maternity/adoption leave for a period of 26 weeks, with full pay for the first 18 weeks, subject to minimum service conditions. Female 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.  Male 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 HR on (01908) 655050. 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 whilst there are full and part-time places are available now, there may be a waiting list in some age groups. For further information, please telephone Milton Keynes (01908) 653867, email [email protected] 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).  Occupational Health Department (located on site at Walton Hall) provides professional advice to individuals and managers on all work related health issues.  Nat West Bank sub branch on site at Walton Hall  Shop selling general provision 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.

Smoking Policy Please note that smoking is banned in all working areas and many of the recreational areas. How to Apply

Applicants who wish to discuss this post informally are invited to contact Pat Dixon on 01908 653877.

Completing the Application Form

It is in your interest to show how your experience and personal qualities address the person specification and the role of a member of the Secretarial Staff. To do this:

 Please ensure you complete all the sections of the application form in full. You are welcome to enclose curriculum vitae, but CVs will not be accepted on their own.

Completed application forms should be returned to:

The Recruitment Co-ordinator, Human Resources, The Open University, Walton Hall, Milton Keynes, MK7 6AA. The envelope in which you return the application form should be marked ‘Private and Confidential’.

If you wish to send your application electronically please e-mail: Human-Resources- [email protected].

Closing date for applications: 19 October 2006. Applications received after this date will not be accepted.

The selection process for this post will be a typing and correction test. We will let you know as soon as possible after the closing date whether you have been shortlisted for interview together with details of the interview format.

Interview Panel and Date of Interviews

The Interview Panel will be chaired by Maxine McMenamin, HR Adviser, additional panel member will be Pat Dixon, TES Staff Administrator.

Interviews will take place on 1 or 2 November 2006.

Feedback on Recruitment Process

If you have any comments or concerns about any stage of the recruitment process please write to the HR Adviser Support Services, HR Division, who will look into the matter.