Administration Assistant

at  The Open University UK

Administration Assistant
Advert Reference Number: 524
Job Location: Milton Keynes, Remote/Hybrid
Department: Knowledge Media Institute
Salary: £26,642 to £29,659
Closing Date: 28 January 2025
Weekly Working Hours: 22 or 22.5
Contract Type: Fixed Term Contract

SKILLS AND EXPERIENCE

Essential:

• Educated to GCSE level or equivalent, including English and Maths.
• Proven experience in administrative roles, particularly managing complex diaries and taking follow-up actions.
• Experience working in a busy office environment with competing deadlines and unpredicted workload.
• Strong written and oral communication skills, including drafting responses on behalf of senior staff.
• High level of organizational ability, resourcefulness, and prioritization skills.
• Accuracy, attention to detail, and competence in presenting work.
• Discretion, judgement, and tact when dealing with confidential or sensitive matters.
• Professionalism, confidence, and diplomacy when communicating with a wide range of people.
• Ability to work collaboratively in a team and independently, proactively managing your own workload.
• Adaptability and responsiveness to changing duties in a fast-paced environment.
• Excellent IT proficiency, especially with Microsoft Office packages, Teams, or equivalent software.
• Commitment to equal opportunities and a strong commitment to working with a diverse student population.

Desirable:

• Experience with OU systems such as SAP Ariba, PowerBI and Click Travel.

ESSENTIAL REQUIREMENTS

To apply for this role please submit the following;
As part of the application process, you will be expected to submit your CV and a Supporting Statement (maximum of 1000 words) that demonstrates how you meet the essential criteria listed above. Flexible working patterns will be considered.
It is anticipated that a hybrid working pattern can be adopted for this role, where the successful candidate can work from home and the office. However, as this role is contractually aligned to a local office it is expected that some attendance in the Milton Keynes office will be required when necessary and in response to business needs. We anticipate this being at least once per week.
Flexible working
We are open to discussions about flexible working. Whether it’s a part time, compressed hours or another working arrangement. Please reach out to us to discuss what works best for you.

ABOUT THE ROLE

The Open University is recruiting for a Grade 5 Administration Assistant within the Knowledge Media Institute (KMi), part of the STEM Faculty. This role is essential in providing professional administrative support to the KMi Director, Senior Manager and the wider unit, ensuring the efficient day-to-day management of information, tasks, and events within the department.

KEY RESPONSIBILITIES

• Coordination of KMi Director diary. This will include arranging a high volume of individual and departmental meetings, dealing with clashes as they arise. It will also include arranging the University development and appraisal appointments for the unit ensuring they make best use of the people’s time and are in-line with competing priorities.
• Meeting support: To set up regular meetings; administer all paperwork (distribution of agenda, minutes of previous meeting and associated papers); provide administrative support during the meeting (notes, minutes etc as appropriate) and follow up on tasks/actions accordingly.
• Collating supporting documents and chasing outstanding items/information for meetings and ad-hoc requests from Senior Manager and KMi Director
• Monitoring of generic mailboxes, dealing with enquiries in a professional, prompt and resourceful manner using agreed administrative processes.
• Organisation of conferences/events – to include travel arrangements using the OU approved systems, detailed itineraries where necessary, checking logistics and ensuring suitable venues or accommodation are booked as required, arranging catering, room bookings, IT and AV equipment and support.
• Maintaining appropriate electronic filing systems in line with GDPR; maintenance of spreadsheets and other recording methods.
• Purchasing items using an OU credit card or OU Procurement system and reconciling records
• Monitoring and order KMi related materials including stationery and paper supplies.
• To undertake specific tasks as outlined by the Senior Manager and KMi Director and cover other duties as reasonably required.
• Prepare and manage project timesheets and assist with data input to project and unit spreadsheets.
• Act as the primary support for the two OU Turing University Network liaisons, supporting related activities and communications.
  Additional Responsibilities:
  As part of the STEM Faculty, the postholder may be required to undertake a supporting role as a fire warden, first aider, or DSE assessor.