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About the Role
The Faculty of Wellbeing, Education and Language Studies works across a range of disciplines including education, childhood and youth, health and social care, youth work, social work, languages and applied linguistics, nursing, and sport and fitness; organised as three schools. We work proactively, taking an innovative approach to teaching and learning; develop collaborative and effective partnerships with employers and other institutions; and engage in cutting edge, action oriented and internationally recognised research.
The Business Services Team serves as a cross-functional, support team for units across WELS. We manage the day-to-day liaison with teams to maintain compliance, Health and Safety, the Award Management System and other administrative activities, and best practice.
Key Responsibilities
- Support the Manager, Business Services and other team members as Department Safety Assistant for WELS to ensure best practice and policy/statutory compliance, including risk assessments, Fire Wardens, First Aiders and DSE assessors for the Faculty.
- Work closely with the Manager to ensure that accurate regular Management Information reports are produced and submitted as identified as necessary and requested by the Faculty Executive and Senior Leadership Teams.
- Support the co-ordination of local staff development activity, liaising with People Services and ensuring best use of resources.
- Co-ordinating and leading the unit specific on-boarding and induction for new starters; delivering H&S briefings, liaising closely with hiring managers around requirements e.g. start dates/times, ordering IT kit and collection of IT kit for leavers where applicable.
Support the day-to-day liaison with key University departments and functions related to WELS operational activity to ensure alignment, compliance and best practice including:
- Estates (e.g. accommodation, health and safety).
- People Services (e.g. induction, training).
- Finance (e.g. contract invoices, purchase orders, approvals).
- University Secretary’s Office (e.g. information governance, GDPR).
Administration responsibilities to undertake (including, but not limited to a variety of tasks):
- Support the co-ordination of the Annual Academic Workload Management (AWM) audit.
- Staff development booking – end to end process.
- Mailing list management.
- Intranet updates for Professional Services.
- WELS staff travel bookings.
- Stationary ordering for the faculty (pens, paper, photocopier paper etc).
- Raising ITPRs for new and current staff providing equipment and accessibility resources.
- Undertake regular Unit Health and Safety procedures and proactively follow up on activities as required.
- Consultancy contract admin support for contracts set-up and payments through DEVCORN or as appropriate.
- Staff fee waiver admin support.
- Liaise with FBS WELS and relevant stakeholders in relation to procurement activities, receiving invoices, raising purchase orders and reconciliation.
- Guidance, support and update of central processes using various systems such as Ariba, SuccessFactors, and Concur.
- Support the management of budgets, maintaining up to date records, contribution to forecasts and raising purchase requisitions using appropriate finance systems.
- Project support via Manager and stakeholders as required.
About You
Essential:
- Commitment to excellent customer service and continuous improvement with experience of working in an office support environment.
- Completing work with accuracy and attention to detail is essential for success in the role and mitigating risks
- Excellent interpersonal and communication skills, both written (e.g. emails, processes documents, event communications etc) and oral (e.g. asking questions, taking actions in meetings, working with colleagues across the organisation on H&S initiatives, team collaboration, conducting DSE assessments for staff etc).
- Ability to work successfully as part of a team and on own initiative with flexibility and openness to change in working practices and contribute to efficiencies.
- Good understanding of confidentiality with the ability to respect and maintain a diversity of relationships with colleagues who are also customers.
- Excellent organisation, planning and time management skills
- The ability to proactively prioritise, adapt priorities to meet deadlines, whilst managing a varied workload and maintaining SLAs calmly within a changing environment with competing demands.
- Proficient IT skills including MS Teams, Visio, Word, Excel, Outlook, internal systems databases, with the ability to learn new IT skills, systems and ways of working.
- Ability to carry out the role in a way that is consistent with equality legislation and University policies.
- Excellent maths and English skills.
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 some attendance in the office will be required when necessary and in response to business needs. We’d expect this to be approximately once a week. Full-time working based from our Milton Keynes site is also supported if this is preferred by the candidate. Expenses associated with travel to our Milton Keynes site are not reimbursable.
Next steps in the Recruitment process
Interview dates are yet to be confirmed.
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 have 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 documents:
- A Supporting Statement of up to 1000 words. You should set out in your statement why you are interested in the role and provide examples of where your skills and experience meet the essential criteria for this role as detailed above.
- CV
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.
