Association of Open University Graduates

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:

  • Four Executive Committee meetings a year - three at Milton Keynes and the fourth 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
  • Ensure that three local News Letters are produced, ratified and distributed each year.

Local Contact:

A Local Contact is the link between Local Members in a local area and is responsible to the Executive Representative in that Region/Nation. It is not necessary for Local Contacts to write formal reports, attend meetings or to stand for election.

  • To be an AOUG Member
  • To sign a data protection form which will be kept in the AOUG Office
  • To agree for their contact details to be advertised in the OMEGA and on the Website
  • To be responsible for arranging one event three times a year
  • To be responsible for supplying details of the event to their Executive Representative (or Development Officer when there is no Executive Representative in post)  in time for the event to be advertised in the OMEGA.  Submission dates are available in OMEGA
  • To be responsible for contacting other local members to remind them of the forthcoming event.
  • To be responsible for attending the event even if no other members have given their advanced intention to attend.
  • To be responsible for contacting their Executive Representative (or the Development Officer) if any unforeseen circumstances prevent their attendance.
  • To be responsible for sending feedback on the event to their Executive Representative (or the Development Officer) and is requested where possible to send photos for publicity purposes.

OMEGA Editor

It is not necessary for the OMEGA Editor to be an AOUG Member but is desirable. However they cannot hold any other Executive Office within the Association at the same time.

  • To have basic computer skills with access and knowledge of email
  • To be able to manipulate documents and photographs
  • To have the ability to save material in text or picture format to disc or usb memory stick
  • To work with payment (expenses will be paid)
  • To work under the direction of the Publicity Officer
  • To follow the Executive Committee Policy for the production of OMEGA
  • To attend Executive Committee Meetings as a non elected observer
  • (expenses will be paid)
  • To write a report for the Executive Meeting if requested to do so by Officers
  • To meet with the Publicity Officer or other Officers on occasions in connection with the production of OMEGA
  • To liaise with the printers and send detailed instructions to the printers
  • To compile three editions of OMEGA each year
  • To write an Editorial for each publication
  • To send information to the printers in the format required
  • To proof read and discuss with other proof readers
  • To send amendments back to the printers
  • To comply with all deadline/copy dates set by the Officers
  • To supply current information for the OMEG information pages on the Website
  • To maintain a correspondence file with dividers for each issue which must be available at each executive meeting

Website Designer

It is not necessary to be an AOUG Member to carry out this role. AOUG requires a professional and skillful expert approach to AOUG Website. This can either be a paid non-member, or unpaid member who is appointed to the post by the AOUG Officers

  • The Web Designer must hold their own license for Dreamweaver
  • There is a requirement for a wide knowledge of Websites and their construction, with a practicing knowledge of Dreamweaver
  • To work under the direction of the Publicity Officer
  • There must be an agreement to keep all passwords safe and not to reveal them to other individuals
  • To supply design improvement ideas for consideration by the Publicity Officer
  • To follow the Executive Committee policy for the production of the Website
  • There could be a requirement to provide written reports for Officers Meetings if requested
  • To offer support and training to Officers if requested
  • To troubleshoot problem areas on the Website
  • To liaise with the Website Editor and the AOUG Office.

Website Editor

It is not necessary for the Web Editor to be a member of AOUG and can be held by anyone as long as they are not already holding an Executive position within the Association. This is an appointed post, voted for by the Executive Committee after a practical interview with the Web Designer.

This is a voluntary post and runs from the end of the February Executive Meeting until the February Executive Meeting the following year.

  • The Web Editor is required to be fully literate and have personal access to email and internet
  • To have a background knowledge of Websites and their construction.
  • To hold a license for Dreamweaver and be fully practiced in its use.
  • To have the ability to save material in text or picture format
  • To be able to offer time to suit AOUG requirements.
  • To work unpaid (expenses will be paid up to a pre agreed budget)
  • To work under the direction of the Publicity Officer
  • To follow the Executive Committee policy for the production of the Website
  • To attend Executive Committee meetings as a non-elected observer (expenses paid)
  • To produce reports for Executive Committee Meetings if requested to do so by the Officers
  • To meet with the Publicity Officer or other Officers on occasions in connection with the production of the Website. (expenses would be paid)
  • To liaise with the Website Designer/AOUG Office/ OMEGA Editor
  • To liaise with the Development Officer over items concerning the Regions and Nations
  • To proof read all items submitted
  • To acknowledge and thank all contributors
  • To comply with all deadline copy dates set by the Officers
  • To maintain a correspondence file, either in paper or on a disc USB stick which must be available at the request of Officers.
  • To keep all passwords safe and not to reveal them to any unauthorised person.