Research Services Assistant

Fixed Term Contract: End Date: 9 months from start date

About the Role

As an Assistant within the Faculty’s professional services team, you will support the day-to-day delivery of Research Services by providing proactive, flexible, and professional operational, administrative, and secretarial support that allows colleagues to do their jobs effectively. You will also support the identification, dissemination, and implementation of good practice as part a commitment to continuous improvement and the development of operational capabilities.

Although you will predominantly support Research Services, you will be expected to work flexibly and collaboratively with colleagues across the Faculty.  

Key Responsibilities 

Operations and Finance 

Providing operational, administrative and secretarial support, working in conjunction with other members of the team and colleagues across the Faculty and wider University. Activities could include but are not limited to: 

• Co-ordinating Research Centre activities and events both internal and external. 
• Acting as a first point of contact and handling general enquiries from academics, colleagues, and external organisations and partners etc. using initiative to respond or refer on accordingly. 
• Providing administrative support and carrying out routine office duties – diary management, dealing with general correspondence, responding to telephone and e-mail enquiries, and maintaining and updating electronic filing systems. 
• Assisting with the maintenance of systems and processes. 
• Supporting the organisation and delivery of meetings, events, and conferences. 
• Updating website, SharePoint, Teams sites content and email distribution lists. 
• Raising purchase requisitions, booking travel, maintaining records of expenditure, logging future commitments, reconciling budgets and contributing to quarterly forecasts. 

People Management

• Prioritising own work, having an awareness of the workload of the team, and supporting colleagues when necessary.

Strategy, Planning, Policy and Governance

• Servicing committees/meetings, including arranging rooms (bookings and AV equipment, catering, drafting agendas, circulating papers and taking notes etc.). Leading on the formulation and delivery of Faculty strategy and the development of underpinning operational plans. 

Project Management

• Assisting with the administration of all aspects of projects including supporting project initiation, set up and reporting processes, and assisting with day-to-day requests from project teams. 

Wider Influence

• Working collaboratively with others in the team and making an active contribution to the wider work of the Faculty including contributing to networks and communities that support the identification, dissemination, and adoption of good practice and solving common issues and problems. 
• Advising on routine enquiries and providing guidance to colleagues on policy and processes.
• Undertaking other duties as agreed with your line manager.

Person Specification

Essential

• A good standard of general education to include English and Maths at GCSE/GCE level Grade C (or equivalent) or equivalent experience and a commitment to reflection and personal/professional development. 
• Good communication and interpersonal skills with the ability to build trust, establish constructive relationships, and work collaboratively and effectively in a team. 
• Effective organisational skills with the ability to remain flexible, adaptable, and responsive and to use initiative, work independently, and solve problems in a pro-active manner. 
• Ability to deal with sensitive and confidential information, work accurately, and to manage and manipulate data appropriately. 
• Proficient in the use of IT and willing to develop existing skills and learning about relevant IT systems. 
• An understanding of and a commitment to the University’s mission and Values in Action. 

The Open University is committed to equality, diversity and inclusion which is reflected in our mission to be open to people, places, methods and ideas. We aim to foster a diverse and inclusive environment so that all in our OU community can reach their potential. We recognise that different people bring different perspectives, ideas, knowledge, and culture, and that this difference brings great strength. We strive to recruit, retain and develop the careers of a diverse pool of students and staff, and particularly encourage applications from all underrepresented groups. We also aspire to make The Open University a supportive workplace for all through our policies, services and staff networks.