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For Companies At a Glance
- Tasks: Support department heads with admin tasks, meetings, and communications.
- Company: Join The Open University, a dynamic academic institution in Milton Keynes.
- Benefits: Competitive pay, flexible hours, and a collaborative work environment.
- Why this job: Gain valuable experience in a supportive team while contributing to impactful education.
- Qualifications: Previous admin experience, strong IT skills, and excellent communication abilities required.
- Other info: Temporary role for 2-6 months, with part-time options available.
The predicted salary is between 29000 - 35000 £ per year.
Location: Milton Keynes, Buckinghamshire
Salary: £13.96-£15.97ph
Job Type: Full-time, Fixed Term (Part-time considered)
Duration: Temporary for 2-6 months
Start Date: ASAP
The Role
Our client, The Open University, is seeking a proactive and highly organised Personal Assistant and Department Secretary to support the Heads of Department for Public Leadership and Social Enterprise (PuLSE) and Accounting and Finance (DAF) within the Faculty of Business and Law. This is a full-time, fixed-term role based in Milton Keynes, offering an exciting opportunity for an experienced administrator to join a dynamic academic environment. You will play a key role in ensuring the smooth day-to-day operation of both departments by providing a confidential and professional PA service, supporting meetings and events, managing departmental communications, and assisting with administrative tasks. The ideal candidate will be a collaborative team player with excellent IT, communication, and organisational skills.
Key Responsibilities:
- Provide dedicated PA support to Heads of Department (PuLSE and DAF), including diary and inbox management, meeting coordination, and travel arrangements.
- Offer general secretarial assistance to academic staff across the departments, ensuring professional and timely support.
- Maintain departmental records in accordance with data protection standards.
- Assist with departmental HR and budget administration, including leave records, induction coordination, and expenditure tracking.
- Act as the first point of contact for visitors and enquiries, handling correspondence professionally and efficiently.
- Organise and support departmental meetings, taking minutes and tracking action items.
- Contribute actively to the wider PA/Secretarial support team and provide cross-departmental cover as required.
- Support the planning and delivery of departmental seminars and conferences.
The Ideal Candidate Will Have:
- Proven administrative and PA experience, ideally in a higher education or public sector setting.
- Strong IT skills (Word, Excel, PowerPoint, Outlook, internet, and database use).
- Excellent communication, time management, and interpersonal skills.
- Ability to prioritise and manage multiple tasks with discretion and attention to detail.
- Familiarity with data protection principles and managing confidential information.
- Minute-taking experience and the ability to support senior management effectively.
- A flexible and adaptable approach to changing duties and workloads.
Interested? Please click to apply or contact us for more information about this role.
Locations
Contact Detail:
Pertemps Open University Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Personal Assistant
✨Tip Number 1
Familiarise yourself with the specific departments you'll be supporting, such as Public Leadership and Social Enterprise (PuLSE) and Accounting and Finance (DAF). Understanding their goals and challenges will help you demonstrate your proactive approach during interviews.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects in previous roles. This will show that you can handle the diverse responsibilities of a Personal Assistant effectively.
✨Tip Number 3
Practice your minute-taking skills before the interview. Being able to take clear and concise minutes is crucial for this role, so demonstrating your ability to do this will set you apart from other candidates.
✨Tip Number 4
Network with current or former employees of The Open University or similar institutions. They can provide insights into the work culture and expectations, which can be invaluable when tailoring your approach during the application process.
We think you need these skills to ace Personal Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience as a Personal Assistant, especially in administrative roles within higher education or public sectors. Emphasise your organisational skills and any specific software proficiency that matches the job requirements.
Craft a Compelling Cover Letter: Write a cover letter that showcases your proactive nature and ability to manage multiple tasks. Mention specific examples of how you've successfully supported senior management or coordinated events in previous roles.
Highlight Key Skills: In your application, clearly outline your IT skills, communication abilities, and experience with data protection principles. Use bullet points for clarity and ensure you demonstrate how these skills will benefit the departments you'll be supporting.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for a Personal Assistant role.
How to prepare for a job interview at Pertemps Open University
✨Showcase Your Organisational Skills
As a Personal Assistant, being organised is key. Prepare examples of how you've successfully managed multiple tasks or projects in the past. This will demonstrate your ability to handle the demands of the role effectively.
✨Familiarise Yourself with Data Protection
Since the role involves handling confidential information, brush up on data protection principles. Be ready to discuss how you ensure confidentiality and manage sensitive information in your previous roles.
✨Prepare for Minute-Taking Questions
Given that minute-taking is part of the job, be prepared to discuss your experience in this area. You might even want to practice summarising a meeting agenda or notes to showcase your skills during the interview.
✨Demonstrate Your IT Proficiency
The role requires strong IT skills, so be ready to talk about your experience with software like Word, Excel, and Outlook. Consider bringing examples of documents or spreadsheets you've created to illustrate your capabilities.
