The Open University
Finance & Directorate Assistant
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Are you a highly organised administrator with a keen eye for detail and a talent for keeping operations running smoothly? Join The Open University in Wales as a Finance & Directorate Assistant and play a key role in supporting financial management, business operations, and Directorate priorities across a dynamic and collaborative environment.
About the Role
As a Finance & Directorate Assistant, you will provide key operational, administrative and organisational support across The Open University in Wales.
Reporting directly to the Executive Assistant to the Director, this a varied role which will support the effective delivery of Directorate priorities and financial management activity. Working closely with senior managers, budget holders and members of the Senior Leadership Team, you will support financial management processes, coordinate key Directorate activity, manage shared mailboxes and contribute to the smooth running of business operations across teams in Wales. This role is for a fixed term of 2 years.
Key Responsibilities
Financial Management Support
- Provide operational support to finance-related activity across all teams at the Open University in Wales, including raising Purchase Orders, processing invoices and travel claims, and purchasing items as requested by budget holders.
- Maintain budget codes, authorised signatories, and financial system permissions, including setting up and removing user access.
- Monitor and manage the Wales Finance mailbox, acting as a point of contact for finance related queries, liaising with central finance teams to progress requests and resolve issues.
- Support the Senior Manager, Planning and Resources in coordinating financial management activity across the annual business planning cycle, including but not limited to, preparation for quarterly forecasts and maintaining income records for reporting.
- Support the preparation of annual budget and project reports, including raising journal requests, setting up new budget codes and supporting year-end activity.
Directorate Coordination & Mailbox Management
- Monitor and manage the Wales Directorate mailbox, responding to routine enquiries and triaging requests to the appropriate teams or individuals, using judgement to prioritise and escalate where required.
- Track and follow up on requests to ensure timely responses and resolution.
- Maintain and support Directorate systems, trackers and processes to ensure consistency and efficiency.
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Meetings & Events Support
- Provide administrative support for Directorate meetings, including scheduling (where appropriate) room bookings and logistics.
- Support the organisation and delivery of internal and external events, including the annual degree ceremonies in Wales.
Administrative Support, Systems & Processes
- Provide general administrative support across teams, including document preparation, formatting and coordination of papers.
- Support the production and collation of briefing materials, reports and presentations.
- Maintain accurate and up-to-date filing systems, ensuring appropriate handling of confidential information.
- Contribute to improving administrative processes and ways of working.
Recruitment & Onboarding Support
- Provide administrative support for recruitment activity, including coordination with central teams and hiring managers.
- Support the onboarding process for new staff, ensuring documentation is maintained and liaise with hiring managers and internal teams (People Services, Finance and IT) to ensure coordinated arrangements are in place.
About You
Essential:
- Proven experience in an administrative or business support role.
- Strong IT skills, with the ability to learn and use new systems quickly.
- Experience collaborating across virtual teams using tools with strong IT skills using a range of systems including Microsoft Teams & SharePoint.
- Ability to support multiple stakeholders and effectively manage competing priorities.
- Excellent organisational skills, with the ability to plan, prioritise and manage a varied workload.
- Proactive and self-motivated, taking initiative to anticipate needs and see actions through to completion.
- High attention to detail and commitment to accuracy.
- Excellent written and verbal communication skills, adapting style to different audiences.
- Strong interpersonal skills, building effective working relationships across teams and stakeholders.
- Sound judgement and problem-solving skills, with the ability to prioritise, resolve issues and escalate appropriately.
- Flexible and collaborative team player who performs well under pressure in a fast-paced environment, with an understanding of the legal and cultural status of the Welsh Language in Wales.
- Ability to carry out the role in accordance with the University’s values and in a way that is consistent with equality legislation and University policies.
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Desirable:
- Experience supporting finance processes, including invoice processing, budgets and financial regulations and controls.
- Experience of using Microsoft Power BI.
- Experience providing senior-level administrative support and handling sensitive information in line with GDPR and confidentiality requirements.
- Strong influencing and negotiation skills, with a continuous improvement mindset and focus on driving efficiencies.
- Experience working in a bilingual environment, with Welsh language skills or a willingness to learn Welsh.
Support with your application
If you have any questions, or need support or adjustments relating to your application, the recruitment process, or the role, please contact us on 01908 541111 or email careers@open.ac.uk quoting the advert reference number.
Why Join Us?
At The Open University, we're proud to be leaders in accessible education and committed to making a positive impact across Wales and beyond. This role offers the opportunity to work closely with senior stakeholders, contribute to important organisational priorities, and play a vital role in supporting colleagues, students, and the wider University community.
Our benefits include:
- 30 days annual leave, on top of bank holidays and a three-day Christmas closure period.
- Access to a leading pension scheme for UK higher education with generous employer contributions.
- Staff Fee Waivers for OU study, meaning you could earn a degree for free.
- Hybrid working, with limited requirement to attend the office in-person, with agile working and family friendly policies.
- Discounts, wellbeing support, and development opportunities.
Ready to make an impact?
Apply now and become part of a collaborative team where your organisational skills, attention to detail, and proactive approach will help drive the success of The Open University in Wales.
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