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About the Role

We are recruiting for 4 Co-ordinator, Ceremonies in total - 1 full-time, permanent position and 3 full-time, 2 year fixed-term contract positions. 

As a Co-ordinator, Ceremonies, you will provide day-to-day support to students, graduates, and colleagues who contact the Ceremonies Centre about all aspects of the University's ceremony provision. The service is delivered via telephone, email, webchat, and in-person at ceremony events. 

The Co-ordinator, Ceremonies, works as part of the team, taking responsibility for the booking, organisation, and preparation of all administrative tasks required to deliver Open University ceremony events, ensuring graduates and their guests enjoy a truly memorable experience.  

Key Responsibilities

• Take personal responsibility for the completion of a range of ceremony event activities, preparation of materials and undertaking various duties at ceremony events. This will require travel, independently and as a group, as well as out-of-office hours working, including weekends.
• Provide a high-quality information, advice, and bookings service to users of the Centre via telephone, email, and webchat, as well as face-to-face at ceremonies. This will include taking payment for bookings.
• Identify student and graduate queries or concerns and see them through to satisfactory resolution.
• To provide administrative support for the activities of the Centre, including timely and accurate maintenance of student records.
• Utilise University systems to record, maintain, and process information and requests, including taking payments for fee-incurring services such as guest ticket sales for ceremonies.
• Take the lead for the ticketing activities associated with the organisation of ceremony events.
• Contribute to identifying and implementing continuous improvement initiatives that lead to improved service delivery for internal and external customers and maintain agreed levels of service.
• Follow procedures and utilise systems effectively to support the delivery of services to internal and external customers.
• Support the adherence to agreed Key Performance Indicators and quality standards.
• Develop and maintain effective relationships with colleagues across the University, passing on information promptly to ensure co-ordination of effort.
• Maintain a good knowledge of relevant OU policy and procedures.
• Evening/weekend and overtime working is required to deliver ceremony events around the UK, necessitating travel and overnight stays away from home.
• Ability to undertake manual handling tasks, i.e. lifting boxes and pushing trolleys.
• Undertake other such duties as required by unit leadership.
• Due to operational demand, annual leave restrictions may apply between July and November.

About You

• GCSE in English and Mathematics (grades A-C), or relevant, equivalent experience
• Demonstrable experience working in a customer-focused environment, including providing information and advice to customers (for example, via telephone, email, or face-to-face)
• Competent in using IT to perform daily tasks (particularly Microsoft 365 tools such as Word/Excel/OneNote/Outlook)
• A preference for teamwork, with experience working as part of a team to achieve agreed objectives
• Excellent interpersonal skills, including an ability to communicate effectively with stakeholders of all levels
• Experience of working at events
• Ability to follow standardised procedures
• Ability to work under pressure and produce accurate work within strict deadlines.
• A commitment to maintaining high standards of security
• Willingness and ability to respond flexibly to meet the needs of the customer and the operation
• Comfortable travelling to different locations with the team and working with large crowds

Support with your application

If you have any questions, or need support or adjustments relating to your application, the recruitment process, or the role, please contact us on 01908 541111 or email careers@open.ac.uk quoting the advert reference number.

What's in it for you?

At The Open University, we offer a range of benefits to recognise and reward great work, alongside policies and flexible working that contribute towards a great work life balance. Get all the details of what benefits we offer by visiting our Staff Benefits page (clicking this link will open a new window).

Flexible working

We are open to discussions about flexible working. Whether it’s a job share, part time, compressed hours or another working arrangement. Please reach out to us to discuss what works best for you.

Work location

It is anticipated that a hybrid working pattern can be adopted for this role, where you can work from home and the office. However, as this role is contractually aligned to our Milton Keynes office it is expected that you will attend the office at least twice per week and in response to business needs. Additionally, evening/weekend and overtime working is required to deliver ceremony events around the UK, necessitating travel and overnight stays away from home.

Next steps in the Recruitment process

If shortlisted, we anticipate interviews taking place in mid-June via MS Teams. 

Early closing date notification

While most roles will remain open until the advertised closing date, applications may be reviewed on an ongoing basis. In some cases, vacancies may close earlier if a sufficient number of suitable applications has been received and equality impacts have been appropriately considered. All roles will remain advertised for a minimum of one week before any early closure is implemented. If you have started an application or were in the process of applying when the advert closed, we encourage you to get in touch. We are committed to understanding individual circumstances and can offer further support where needed, including reasonable adjustments for applicants with protected characteristics.

How to apply

To apply for this role please submit the following document(s):

• CV
• Supporting Statement (Your Supporting Statement should be no more than 1000 words and should outline how your skills and experience to date meet the essential criteria listed above)

You can view your progress and application communications when you are logged into our recruitment system.  Please check your spam/junk folders if you do not receive associated email updates.