Further Particulars
This document includes information about the role for which you are applying and the
information you will need to provide with the application.
1. Role details
Vacancy reference:
9105
Job title:
Student Services Assistant (Learning Development
Team)
Reports to:
Team Co-ordinator (Learning Development Team)
Salary:
£20,764 - £23,352
Terms and conditions:
Secretarial & Clerical
Grade:
5
Duration of post:
Temporary contract till 31 July 2014
Working hours:
37
Location:
Edinburgh
Closing date:
27 September 2013
Type of application form accepted:
Full version only
Number of referees required:
2
Unit recruitment contact:
Karen Smith
2. Summary of duties
This is a full-time post providing specialist administrative support in all aspects of the
Learning Development Team’s (LDT) business. The team operates across a range of
distinct, often overlapping work strands, encompassing but not restricted to: Widening Access,
Colleges and Transitions, Enhancement and Employability, Skills Utilisation, Work Based
Learning and educational development and enhancement more generally. The team initiates,
seeks funding for, undertakes, supervises and evaluates learning development projects
and the post-holder is required to support the team in this capacity also.
Currently, the Learning Development Team comprises 11 core team members with a further
11 linked team members and the role holder is required to meet the varying needs and
demands of both core and extended LDT team members in order to successfully meet internal
and external objectives, targets and periodic deadlines. Working alongside two other full-time
Team Assistants, the role holder is required to support the activities of the LDT and will be
lined managed by the LDT’s Senior Assistant.
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Main Duties
 To provide administrative support for designated internal and external projects. In
this capacity the postholder will act as a point of contact and communication with
Learning Development Team project staff working around Scotland and for the staff
of project partners.
 The postholder will also liaise and work closely with other OU staff in various
departments, across the university, to support LDT activities.
 To support the various strands of project work by developing and maintaining
systems for:
o Analysing and compiling data on standard database packages.
o Checking and annotating data as necessary.
o Generating reports.
 Drawing on drafts prepared by Learning & Teaching Co-ordinators to: compile and
edit reports of institutional research and evaluation projects including fact-checking,
ensuring consistency of presentation, preparing and inserting graphs and tables, and
arranging publication and dissemination.
 To support the Learning and Teaching Co-ordinators in organising meetings,
presentations, workshops and training events, involving internal and external
participants.
 To help with information management through the organisation and maintainence of
filing and records for the Learning Development Team.
 Support Learning and Teaching Co-ordinators in the design, online publishing and
distribution of student surveys. To engage in research, mainly via the internet, for
reports.
 Handling correspondence, including dealing with mail, acknowledging and replying
to e-mails, sending faxes, dealing with telephone calls, photocopying, and typing
correspondence.
 To act as secretary to project and steering groups, including the preparation of
agenda and papers, and taking minutes; to distribute circulars, committee papers,
reports and other correspondence.
 To provide additional support and cover for the Team Co-ordinator with regards to
LDT budgets and contracts work during peak times and during absence.
 Provide induction and ongoing assistance to others within team, particuarly
temporary or new staff.
 To provide support and guidance to LDT team members on policy and procedural
matters which may impact on LDT activities.
Other Duties
 In addition, staff members provide cover for each other as necessary and take on a
share of responsibility for the Switchboard during the absence of these staff on
holiday or other absence.
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General Information
The role holder may be required to undertake any other duties reasonably required as
within the nature of the duties and responsibilities of the role.
All staff are expected:
To comply with the University’s Health and Safety and Equal Opportunities policies in
the performance of your duties
To take reasonable care of the Health and Safety of yourself and that of any other
person who may be affected by your acts or omissions at work.
To co-operate with the Open University in ensuring as far as is necessary, that
Statutory Requirements, Codes of Practice, University Policies and Departmental
Health and Safety arrangements are complied with.
To demonstrate a strong commitment to the principles and practice of equality and
diversity.
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3. Person specification
Experience and expertise
It will be essential for the successful candidate to show evidence of the following:
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A good general level of education to SCQF Level 6 (Higher) standard or equivalent,
including English and Maths
Experience of working in a busy office environment
Proven IT skills (to ECDL standard or equivalent) and experience of using different
computer systems within a working environment
Ability to pick up instructions and information quickly and adapt to change
Good interpersonal skills, to be able to communicate tactfully and courteously with a
broad range of people including internal and external partners
Experience of working as part of a team
Ability to prioritise tasks, work accurately and organise own workload
A flexible and willing approach to the varying workloads of the team
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Additionally it will be desirable for the successful candidate to be able to show evidence of
the following:
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Understanding of the needs of adult learners.
A commitment to the ideals of The Open University, including issues of equality and
diversity
4. Role specific requirements e.g. Shift working
N/A
5. About the unit/department
STUDENT SERVICES, NATIONAL AND REGIONAL CENTRES
The OU in Scotland is part of the University’s Student Services. Student Services is
responsible for the provision of educational and administrative services to students and
for the recruitment, staff development and supervision of Associate Lecturers.
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It is the largest Unit of the University with an annual budget of more than £120 million.
More than 8,000 staff (1,000 internal and 7,500 Associate Lecturers) are employed by
the Unit at or through:
 four central sub-Units based in Milton Keynes
 two English sub-Units (England South and England North & Midlands) based in
10 Regional Centres.
 three National Centres in Scotland, Wales and Northern Ireland
The head of Student Services is the Director Students, who is a member of the ViceChancellor’s Executive and reports directly to the Vice-Chancellor.
The national centres in Scotland, Wales and Ireland (each led by a nation director) and
English Regional Centres (each headed by an Assistant Director, Student Services) are
responsible for:
 providing course choice advice for prospective students;
 providing information, advice, guidance for students throughout their studies
with the University;
 supporting Associate Lecturers, who work face-to-face, by correspondence, by
telephone and through ICT with students;
 organising tutorial programmes and personal academic support for students at
appropriate venues or at a distance;
 organising examinations at appropriate times throughout the year;
 organising Degree Ceremonies for graduates;
 Supporting local university events and local partnership activities with other
agencies
As well as providing support services for academic staff and students, the three
National Centres have strategic level responsibility for the University’s business and
operations in each nation.
THE OPEN UNIVERSITY IN SCOTLAND
With more than 16,000 students, The Open University (OU) is Scotland’s leading
provider of part-time higher education. Some 40% of Scotland’s students studying parttime at undergraduate level with a higher education institution study with the OU.
The cornerstone of the OU’s mission to be open to all and our open entry system allows
us to offer the opportunity for study to people from all backgrounds and sections of the
community. For example, more than one third of our undergraduate students had
qualifications below standard university entrance level when they joined the OU. We
are also Scotland’s main provider for students with disabilities, teaching 8% of all
disabled students in higher education.
Our reach is nationwide, and Open University students can be found in virtually every
postcode district and community in Scotland. Over 3 in every 1,000 adults in Scotland
study with the OU, ranging from 8 per 1,000 in Shetland to 2 per 1,000 in East Ayrshire.
We continue to provide unique opportunities for people in the Highlands and Islands to
study at higher education level and currently have over 2,000 students in the area.
Hundreds of Scotland’s blue chip employers such as Scottish Power, Standard Life and
Royal Bank of Scotland sponsor their staff to study with us. Through our courses and
qualifications in areas such as health and social care, education, and business and
management, the OU is playing a major role in the training and professional
development of Scotland’s workforce across the public, private and voluntary sectors.
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Today e-learning is an important part of the OU’s course delivery and our student
support services. Most OU courses use computing as an integrated part of the learning
experience; from online discussion groups and conferencing, to electronic assignment
handling, to dedicated course websites. With a high proportion of OU students in
Scotland online, even those living in the most isolated areas of the country are able to
participate in a truly interactive learning environment.
The OU is an integral part of the Scottish higher education community and actively
involved in the development of HE policy alongside all other higher education
institutions in Scotland. Since 1 April 2000, the teaching of OU students living in
Scotland has been funded by the Scottish Funding Council for Further and Higher
Education.
The 100 academic, administrative and secretarial and clerical staff at the OU’s centre in
Edinburgh offer an extensive range of support and specialist advice services to students
in Scotland. The core function of the office is to manage the University’s business in
Scotland. This includes managing relationships with government and other external
bodies, the research and development of learning and the recruitment and retention of
students in Scotland, as well as the employment, support and staff development of the
600 Associate Lecturers who deliver the University’s teaching programmes. The office
also provides advice, guidance and learning support to prospective and existing
students including a programme of outreach events; administers examinations;
organises an annual degree ceremony and promotes the University and its courses
within Scotland.
More information can be obtained from the OU web site at
http://www.open.ac.uk/scotland.
6. How to obtain more information about the role or application process
If you would like to discuss the particulars of this role before making an application please
contact Ebony Quinn on 0131 549 7141 or email [email protected]
If you have any questions regarding the application process please contact Karen Smith on
0131 549 7142 or email [email protected].
7. The application process and where to send completed applications
Please ensure that your application reaches the University by: Friday 27 September
Post it to:
The Open University in Scotland
Name/Job title:
Karen Smith, Staffing Co-ordinator
Department/Unit: Staffing Co-ordinator
Address:
10 Drumsheugh Gardens
Edinburgh
Post Code:
EH3 7QJ
Or e-mail your application to: [email protected]
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8. Selection process and date of interview
The interview panel will be chaired by Ebony Quinn (Team Co-ordinator, LDT). The other
member of the interview panel will be Derek Goldman (Learning & Teaching Co-ordinator).
The interviews will take place on 8th October 2013.
The selection process for this post will include a formal interview. Your covering letter (or
supporting statement) should clearly identify how you meet the criteria in the person
specification. Please ensure that you provide relevant examples as evidence to support your
statements.
We will let you know as soon as possible after the closing date whether you have been
shortlisted for interview. Further details on the selection process will also be sent to
shortlisted candidates. Applications received after the closing data will not be accepted.
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