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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 leading institution in higher education.
- Benefits: Competitive pay, flexible hours, and a dynamic work environment.
- Why this job: Gain valuable experience in a collaborative academic setting while making a real impact.
- Qualifications: Previous admin or PA experience, strong IT skills, and excellent communication abilities.
- 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
Personal Assistant employer: Pertemps Open University
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
Brush up on your minute-taking skills, as this is a key responsibility in the role. Consider practising by attending meetings or workshops where you can take notes and refine your ability to capture important points accurately.
✨Tip Number 4
Network with current or former employees of The Open University or similar institutions. They can provide valuable insights into the work culture and expectations, which can help you tailor your approach when applying for the position.
We think you need these skills to ace Personal Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant administrative and PA experience, particularly in higher education or public sector settings. Emphasise your IT skills and any experience with diary management, meeting coordination, and handling confidential information.
Craft a Strong Cover Letter: Write a cover letter that showcases your organisational skills and ability to manage multiple tasks. Mention specific examples of how you've successfully supported senior management or coordinated events in the past.
Highlight Key Skills: In your application, focus on your communication, time management, and interpersonal skills. Provide examples of how you've used these skills in previous roles, especially in a collaborative team environment.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any 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, your ability to stay organised is crucial. Be prepared to discuss specific examples of how you've managed multiple tasks or projects simultaneously, and highlight any tools or methods you use to keep everything on track.
✨Demonstrate Your Communication Skills
Effective communication is key in this role. During the interview, practice clear and concise responses. You might also want to prepare for questions about how you handle difficult conversations or manage communications with various stakeholders.
✨Familiarise Yourself with Data Protection Principles
Since the role involves handling confidential information, it's important to show your understanding of data protection standards. Brush up on relevant regulations and be ready to discuss how you ensure confidentiality in your work.
✨Prepare for Minute-Taking Scenarios
Given that minute-taking is part of the job, consider preparing a mock scenario where you take minutes from a meeting. This will not only demonstrate your ability to listen and summarise effectively but also show your readiness for the responsibilities of the role.
