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About the Role
As a Research & Innovation Services (RIS) Directorate Assistant, you will support day-to-day operations of the Research & Innovation Pro Vice-Chancellors Office by providing proactive, flexible, and professional support to the PA (Personal Assistant) to the PVC (Pro Vice-Chancellor) that allows them to do their job effectively. The role also requires some flexibility, as they could be asked to help with Heads of Service workload and take on tasks for the Research & Innovation Operations team. 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.
The Directorate RIS Assistant is a key member of the RIS Team, sitting within the Directorate and Operations area, providing responsive and focused support to the PA for the PVC and across the RIS Unit. This varied role sits at the heart of day-to-day Directorate operations and is ideal for someone who enjoys working with a wide range of colleagues, managing competing priorities, and helping to ensure an efficient and well-supported working environment.
The successful candidate will coordinate a broad range of administrative activities, including diary management for the Director of Research & Innovation, maintaining SharePoint sites, booking travel, helping with event organisation and catering, and managing shared mailboxes.
The Directorate RIS Assistant may get involved in helping Heads of Service with day to day administration, and support the RIS Operations Team. Working collaboratively with colleagues at all levels, the role contributes directly to the smooth running of the PVC Office and the delivery of a professional, high-quality service.
Key Responsibilities
Support and Finance
Providing administrative and secretarial support, working in conjunction with the Personal Assistant to the PVC. Activities could include but are not limited to:
- Diary management and secretarial support for the Director of Research & Innovation Services.
- Travel and hotel arrangements for the Director and PVC of Research & Innovation.
- Providing administrative support and carrying out routine Directorate office duties – dealing with general correspondence, travel and hotel bookings, expenses, and maintaining and updating electronic filing systems.
- Ensuring that all relevant meeting papers are saved into the Directors and PVC’s SharePoint site.
- Supporting the Heads of Service by booking meetings at their request.
- Supporting the organisation and delivery of meetings, events, and conferences in conjunction with the RIS Assistants.
- Raising purchase requisitions and paying invoices for the PVC Office.
- Any other ad hoc tasks that arise within the PVC Office.
- Prioritising own work, having an awareness of the workload of the PA, and supporting other colleagues when necessary.
Strategy, Planning, Policy and Governance
- Servicing committees/meetings, including arranging rooms, booking AV equipment and catering when required.
- Working with the Senior Manager, Operations, to ensure that key strategic meetings are in the diary for the Director and Heads of Service.
Wider Influence
- Working collaboratively with colleagues at all levels, the role contributes directly to the smooth running of the PVC Office/Unit and the delivery of a professional, high-quality service.
About You
Essential Criteria:
- Literacy and numeracy skills appropriate to the role and a willingness to reflect and develop these in accordance with the role.
- Diary management skills commensurate with the role.
- 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.
- Understanding of, and the ability to work in a manner that aligns with the University’s values, equal opportunities and EDI policies and practices.
Desirable Criteria:
- Experience of working in a Higher Education institution.
- Experience of working with technology utilised in large meetings or events.
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 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. We’d expect this to be one day per week as a minimum, currently on a Tuesday or Wednesday, but this may be more often as required. Full-time working 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
Interviews are likely to be held in the week commencing 23 November.
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 document(s):
- CV
- Supporting Statement (Your Supporting Statement should be no more than 1000 words and should outline how your current skills and experience 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.
