Job Descriptions
JOB DESCRIPTIONS FOR OFFICERS.
Chairman:
- To act as the public face of the Association, representing the Association as necessary.
- To provide overall guidance and leadership to the other Directors/Officers and to the Executive Representatives, who together form the Executive Committee, encouraging and supporting them in the pursuance of their roles.
- To ensure a comprehensive range of events and services is developed and provided throughout the Regions and Nations.
- To oversee all event procedures.
- To liaise and work with other members of The Open University Community in promoting the Association.
- To recruit and appoint office staff, in consultation with other Officers, and have responsibility for their welfare and the day to day running of the AOUG Office.
- To ensure that AOUG Office and the staff employed therein are working towards the best interests of the Association and its members.
- To take the chair at AGMs, Officers meetings, Executive Committee meetings and other meetings, where appropriate
- To ensure that all required paperwork is produced and that all necessary records are maintained.
Vice Chairman:
- To support and encourage the Chairman in the leadership and co-ordination of the Association`s agreed policies.
- To deputise for the Chairman, when required.
- To support the other Directors/Officers in the pursuance of their specific responsibilities and the Executive Representatives in their appointed roles within their Regions and Nations.
- To be available to assist, inform and liaise with others working to promote the Association`s declared policies.
- To make arrangements for the annual AOUG Foundation Lecture.
- To arrange the necessary reviews to maintain an up to date the Fact File.
Treasurer:
- To provide a comprehensive financial service to the Chairman, the Executive Committee and members of the Association
- To be responsible for the proper accounting of the Association`s funds.
- To co-operate with the requirements of the Association`s auditors
- To present the annual accounts to the Directors/Officers for their approval; and at the Annual General Meeting, present and report upon them, to the general membership for information.
- To prepare draft budgets, for approval, which meet the needs of the Association`s prevailing plans and come within the finances available.
- To advise of the financial implications of decisions.
- To be responsible for monitoring and controlling all budget lines on the final budget approved and providing periodic spending reports.
- To provide support, advice and encouragement to budget holders.
- To ensure that staff employed on the Association`s financial aspects, are working towards the best interests of the Association and its members.
- To supervise the work of the bookkeeper.
- To work in co-operation with all Office staff on financial matters.
- To review and update the financial sections of the Fact File as necessary.
- To support the Chairman`s leadership.
Publicity Officer:
- To maintain the image of the Association, to reflect its aims and objectives
- To create and co-ordinate opportunities for making the work and interests of the Association widely known, particularly among students, graduates and elsewhere within the OU and other appropriate bodies.
- To be active in the recruitment of new members and support the efforts of others in this endeavour.
- To ensure provision of display materials and to create opportunities for their use.
- To support the other Officers in the provision of advertising material and tickets for AOUG activities.
- To have overall responsibility for both OMEGA and the AOUG website and to liaise with outside bodies, AOUG employees and volunteers to ensure that AOUG policies are maintained.
- To support the Chairman`s leadership and to work in partnership with the Development Officer when necessary.
Development Officer:
- To support, advise and encourage Executive Representatives, in maintaining the image of the Association and to reflect its aims and objectives, in their work within the Regions and Nations.
- To investigate ways of enhancing their roles.
- To assist in the strengthening of relationships with The Open University within the Regions and Nations.
- To collate reports from the Executive Representatives for OMEGA, the website and other printed material as required.
- To support the Chairman`s leadership and to work in partnership with the Publicity Officer when necessary.
Generally:
All elected Directors/Officers work informally as a team and when appropriate and/or necessary will share individual responsibilities.
EXECUTIVE REPRESENTATIVE FOR THE REGION OR NATION
The Executive Representative is the public face of the Region or Nation, the co-ordinator and the communicator between EC and the Region, or Nation, but they are not expected to do everything themselves. The more local members they involve in the area, the greater a support system will develop and the easier, and more enjoyable, the work will become.
Essential qualifications for the role:
- enthusiasm
- good communication.
But these help too:
- reliability to meet agreed deadlines
- willingness to learn how AOUG works
All EC members are volunteers and have different calls on their time. Other members of the committee are available to help whenever situations are difficult.
Expected Duties at Executive Level:
Meetings:
- Three Executive Committee meetings a year - two at Milton Keynes and the third at wherever the annual AGM is being held.
- If you they not attend an EC meeting then they are requested to try to send a substitute
Reports :
- Submit a written report on progress in their area before each EC meeting.
- Submit a written report for each OMEGA, plus a set of diary dates
- Ensure that information for the three website pages for their area are up to date
Co-ordinator/ Figure head :
- Is responsible for contact with outside agencies - the OU - OUSA etc. at local level.
- Contact local OU Office to discuss agreed local activities.
- Responsible for their local volunteers at OU events.
- Communicate with their local OUSA and invite OUSA members to events.
Correspondence:
- Once a month to get in touch with new members and lapsed members following notification from the AOUG Office.
- Acknowledge receipt of all correspondence
Budget/Expenses:
- Keep a record of all expenses claimed on their Executive budget
Expected duties in their Region or Nation:
- ensure a varied programme of events are arranged - ensure well advertised
- be a signatory on any bank account in their Region or Nation.
- communicate the information from EC meetings to members
- seek opinions from their members and communicate this back to the EC.
- be the official contact for all outside agencies within their area.