Administration Assistant

Administration Assistant

**Advert Reference Number**:524

**Job Location**:Milton Keynes, Remote/Hybrid

**Department**:Knowledge Media Institute

**Salary**:£26,642 to £29,659

**Closing Date**:28 January 2025

**Weekly Working Hours**:22 or 22.5

**Contract Type**:Fixed Term Contract

**Fixed Term Contract: End Date**:
**Welsh Language**:Not Applicable
**About the Role**

The Open University is recruiting for a Grade 5 Administration Assistant within the Knowledge Media Institute (KMi), part of the STEM Faculty. This role is essential in providing professional administrative support to the KMi Director, Senior Manager and the wider unit, ensuring the efficient day-to-day management of information, tasks, and events within the department.

**Key Responsibilities**
- Coordination of KMi Director diary. This will include arranging a high volume of individual and departmental meetings, dealing with clashes as they arise. It will also include arranging the University development and appraisal appointments for the unit ensuring they make best use of the people’s time and are in-line with competing priorities.
- Meeting support: To set up regular meetings; administer all paperwork (distribution of agenda, minutes of previous meeting and associated papers); provide administrative support during the meeting (notes, minutes etc as appropriate) and follow up on tasks/actions accordingly.
- Collating supporting documents and chasing outstanding items/information for meetings and ad-hoc requests from Senior Manager and KMi Director
- Monitoring of generic mailboxes, dealing with enquiries in a professional, prompt and resourceful manner using agreed administrative processes.
- Organisation of conferences/events - to include travel arrangements using the OU approved systems, detailed itineraries where necessary, checking logistics and ensuring suitable venues or accommodation are booked as required, arranging catering, room bookings, IT and AV equipment and support.
- Maintaining appropriate electronic filing systems in line with GDPR; maintenance of spreadsheets and other recording methods.
- Purchasing items using an OU credit card or OU Procurement system and reconciling records
- Monitoring and order KMi related materials including stationery and paper supplies.
- To undertake specific tasks as outlined by the Senior Manager and KMi Director and cover other duties as reasonably required.
- Prepare and manage project timesheets and assist with data input to project and unit spreadsheets.
- Act as the primary support for the two OU Turing University Network liaisons, supporting related activities and communications.

Additional Responsibilities:
As part of the STEM Faculty, the postholder may be required to undertake a supporting role as a fire warden, first aider, or DSE assessor.

**Skills and Experience**

Essential:

- Educated to GCSE level or equivalent, including English and Maths.
- Proven experience in administrative roles, particularly managing complex diaries and taking follow-up actions.
- Experience working in a busy office environment with competing deadlines and unpredicted workload.
- Strong written and oral communication skills, including drafting responses on behalf of senior staff.
- High level of organizational ability, resourcefulness, and prioritization skills.
- Accuracy, attention to detail, and competence in presenting work.
- Discretion, judgement, and tact when dealing with confidential or sensitive matters.
- Professionalism, confidence, and diplomacy when communicating with a wide range of people.
- Ability to work collaboratively in a team and independently, proactively managing your own workload.
- Adaptability and responsiveness to changing duties in a fast-paced environment.
- Excellent IT proficiency, especially with Microsoft Office packages, Teams, or equivalent software.
- Commitment to equal opportunities and a strong commitment to working with a diverse student population.

Desirable:

- Experience with OU systems such as SAP Ariba, PowerBI and Click Travel.

**Essential Requirements**

Flexible working

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