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Team Co-Ordinator

The Open University
Buckinghamshire, Milton Keynes
Up to £12.21 per hour
Closing date
1 Dec 2021

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Administration and Business Support
Salary Range
Temporary, £7.01 - £14, GBP
Job Type
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Job Details

Our client is a public distance Learning & Research University and one of the biggest universities in the UK for undergraduate education.

They are looking to recruit a Part Time Team Co-Ordinator to help support their University Governance Team & to provide first class customer service to all key stakeholders, both inside and outside the University Secretary's Office, by understanding their needs and using own judgement to match solutions to their requirements

This role is to start ASAP until 10 March 2022, paying £12.21 per hour, which equates to £23,487 per annum, working 26 hours over 3 ½ days - mornings or afternoons.

This role will be working from home, but the training will be onsite in Milton Keynes.

Main responsibilities :

To provide support to formal committees within the University's governance structure

  • Using Microsoft Office skills to produce committee documents to a high standard using University templates and styles; contributing to the review of style guidance
  • Using SharePoint to organise the storage of documents, and publish papers for Committee meetings
  • Assisting with the archiving of committee documents, including liaison with Governance Team members and the University Librarian; maintaining records of transfer and destruction to ensure compliance with GDPR
  • Providing administrative support to working groups, as and when required
  • Maintaining high standards of confidentiality and discretion in relation to the custody of and access to highly sensitive and confidential information
  • Arranging meetings using Outlook Calendar, Azeus Convene, and/or Microsoft Teams, circulating dates, using judgement to analyse replies to identify a suitable date
  • Using initiative to plan and arrange briefing meetings to coincide with Committee meetings, including regular liaison with the Vice-Chancellor's Office (VCO)
  • Liaising with Estates, IT and other departments for the booking of meeting rooms, equipment, hospitality
  • Organising hotel accommodation and travel arrangements for external members of Committees when required.
  • To support the operation of the Governance Team

  • Acting as the first point of contact for queries received from internal and external committee members and senior members of staff providing information or assistance promptly and courteously
  • Monitoring the Governance Team mailbox with other members of the team dealing with enquiries from staff, external committee members and students using own initiative or forwarding onto other members of the team as appropriate.
  • Providing elections assistance, including editing nominations forms, fielding queries, collating and publicising results

  • To support the operation of the Governance Team's committee management process

    • Updating committee constitutions, memberships of committees, structure charts and various other governance documents, ensuring the correct link to the governance website and SharePoint site
    • Ensuring the accuracy of committee records, requesting the setting up and updating of appropriate active directory groups/email lists ensuring appropriate permissions are in place for the viewing of committee papers on the governance website.

  • To process student expense claims for authorisation

    • Checking student expense claims for authorisation in accordance with the University's Travel and Subsistence Policy ensuring appropriate attendance signatures, receipts attached, and following up on queries where necessary.

    Personal abilities and qualities:

    • Previous experience of providing effective administrative, secretarial and clerical support preferably at a senior management level.
    • Excellent oral and written communication skills.
    • Ability to proactively prioritise with often complex, changing and competing demands.
    • Excellent organisational skills, ability to manage own complex workload and support others to do the same to a professional standard.
    • Ability to work well under pressure to meet deadlines whilst maintaining a high level of accuracy and attention to detail.
    • Ability to handle confidential information in an appropriate and professional manner.
    • Experience of working with budgets.
    • Experience of SharePoint, including good working knowledge of 365 packages.
    • Experience of working well as a member of a team who looks to share knowledge and improve working practices and who operates with a positive and flexible attitude.

    If you are interested in this role, please apply online or contact either Sophie Holmes or Angela Hoxley on 01908 246715 for further details


    TAPFIN, part of ManpowerGroup, are now working with The Open University as their strategic partner for all temporary and contingent requirements across their various locations.

    How would you like to help someone change their life?

    The Open University is the UK’s largest university, a world leader in flexible part-time education combining a mission to widen access to higher education with research excellence, transforming lives through education. Our research underpins the teaching we deliver to some 200,000 students as the UK’s largest university. Nearly three quarters (72%) of Open University research was assessed as world-leading or internationally excellent in the UK Research Excellence Framework 2014.
    Uniquely we operate within the four nations of the UK, with nation offices in Belfast, Cardiff and Edinburgh as well as regional offices in England and our head office in Milton Keynes.
    All of our roles play a key part in our students' journey.  The Open University helps anyone in the UK better themselves, whatever their age, background or circumstances. Dip into our series of Open Diaries and discover what it’s like for our students to take that life-changing step that you could be a part of. 

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