Deanery Assistant

Weekly Working Hours: 37

Fixed Term Contract: End Date: 31st July 2025

Job Description:  

About the Role  

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 our Milton Keynes office it is expected that some attendance in the office will be required when necessary and in response to business needs. Within the first 6 weeks we would expect office attendance for approximately 1-2 days per week for training.

We are seeking an experienced administrator to provide high quality customer-focused, secretarial and admin support across two teams in the area of STEM Professional Services.

Key Responsibilities

• Responsible with other members of the Production and Presentation team, for the consistent inputting and accuracy of the PLANET inventory screens to manage student materials and working with Curriculum Managers to ensure the accuracy of the data and compliance to Faculty and University level approvals and policies.
• Proactively monitor upcoming schedule milestones and report issues to the appropriate Team to ensure delivery of items to time.
• Monitoring and handling of accessibility information for disabled students and students in secure environments. Updating the PLANET inventory to ensure mailings are up to date and accurate.
• Monitor warehouse stock reports, taking action as necessary to ensure timely and cost-effective delivery and providing support to quarterly budget forecasting processes.
• Provide administrative support to meetings/groups as required. Draft and distribute agendas, co-ordinate meeting papers, produce minutes and follow up action points. Maintain and monitor action logs and schedules. Maintain membership and SharePoint sites.
• Arrange meetings, book rooms, organise equipment, hospitality and other services, set up IT prior to meetings.
• Daily management of generic mailboxes.
• Health and Safety - as a Display Screen Equipment (DSE) Assessor work with the Department Safety Adviser and undertake assessments for faculty staff, order equipment when required and contribute to STEM Faculty DSE Assessor meetings.
• Produce management information including preparation of data into reports into Excel/PowerPoint.
• Other tasks and activities as required by the Deanery Support Co-ordinator.

Skills and Experience

Essential Requirements

Essential: 

• GCSE Grade C or equivalent standard of education to include English.
• Evidence of successful secretarial and administrative work experience.
• Excellent Microsoft IT skills including Teams, Word, Excel, PowerPoint, Outlook and SharePoint.
• Excellent planning and organisational skills, priortising and scheduling tasks to cope with conflicting demands, managing own workload to ensure that deadlines are met.
• Delivery of high-quality work, with high levels of accuracy, and excellent attention to detail. 
• Experience of providing service to internal and external customers and stakeholders.  

You can find the full job description here

If you would like to discuss this role before making an application, please email Careers@open.ac.uk

To apply for this role please submit your CV with a personal statement, up to 1,000 words. You should set out in your statement why you’re interested in this role and provide examples of where your skills and experience meet the required competencies for this role.

*Early Close: We reserve the right to close adverts sooner than the closing date.

Closing Date: 30th September 2024 (midnight)

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