School of

Arts & Social Sciences

Administrative Support Structure

Guide for Academic Staff

Last update 27/8/12

Introduction

The School of Arts and Social Sciences is the second largest School in Northumbria University and its administrativeand technical staff members are proud to provide support to over 4000 students and nearly 200 academic staff members.

The following document confirms the prime functions of each administrative team, gives details of team membership and provides a reference document for staff.

Academic and Administrative Leads

The School’s Administrative and Technical Support is located within four services areas: RED (Research and Enterprise Development), Resources, REP (Regions, Engagement, Partnerships) and School Registry. Overall leadership is from the School Manager (Jane Ashby – Room LP111 0191 243 ) and seven Support Managers have responsibility for the line management and day to day direction of their support teams. All are guided strategically by the School Executive in accordance with core University strategies, regulations and policies, alongside the School ADP, plans and guidelines.

The School Registrar, Debra Shannon,ensures that the School staff members and students adhere to Universityregulatory and legislative frameworks. She is the first point of contact for all student complaints. Debra is located beside the School Registry team in LP123 0191 227 3180 .

The Technical Support Manager, Ange Ferguson, has line management responsibility for technical staff. Ange is located in the Resources area in LP131 0191 243 .

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Administrative Services Manager, Research, Enterprise & Development (RED) Andrew Poole leads the RED team and is based in LP103 0191 2274852

Administrative Services Manager, Student Learning & Experience Kerry Douglas leads the School Registry teams and is based in LP1230191 243 7574

Administrative Services Manager Resources David Stabler leads the Resources team and is based in LP131 0191 243 7366

Executive Planning Manager, Geoff Crackett leads the Executive Support team and is based in LP131 0191 243

Engagement & Partnerships (REP) Manager Gilly Gosling leads the REP team and is located in LP107 0191 227 3451

The following page shows an up-to-date staffing chart and subsequent pages will give details of the membership of each team and the types of tasks they undertake. If you have any questions about any details in this document, please contact the School Manager or the support managers will also be pleased to assist.

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School of Arts & Social Sciences Administrative Support Structure

Resources (LP101) / School Registry (LP123-126) / RED (LP122) / REP (LP105)
Technicians / Resources / Executive Support / School Registry
Support Managers (6.5) / Ange Ferguson / David Stabler / Geoff Crackett / Kerry Douglas
Debra Shannon (0.5) / Andrew Poole / Gilly Gosling
5 (21.5) / Mike Booth
Yvonne Boyle
Paul Brown
Alfons Bytautus
Gillian Dundas
Alex Harbord
Jason Revell Sunghoon Son
Alan Williamson / Ayesha Ballinger (0.5) / Liz Candlish
Gill Drinkald
Gillian O’Keeffe
Anne Shield / Lilian Armour
Louise Burn
Greg Charlton
Jimmy Milligan / Jess Scott / Julie-Anne Clements
Linda Flanagan
Barry Nicholson
4 (9.6) / Kevin Burden
Keith Ellison
Vacancy / Hazel Hambley
(0.6)
Audrey Inglis
Vacancy / Becky Lane
Ian Davidson / Vanita Arora / Scott Burdon
3 (18.7) / Nicola Covell (0.4)
Susan Quigley / John Egdell
Chris Millar Christine Scott
Vacancy / Janette Armstrong / Kay Howell
Catherine Laidler
Margaret Reay
Kate Sankey
Daniel Seed
Ann Tweedy
Sophie Wellington
Michelle Arkless (Acting)
Carly Smith (Acting)
Vacancy / Andrea Percival (0.8) Cissie Tsang (Acting) / Steph Oswald (0.5)
(5) / Temp / Temp
Temp / Temp
Temp (shared)

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Executive Support

The Executive Support office provides effective administrative support to the School Executive. The team is located in room 109 and 114 in Lipman Building.

Its key tasks are as follow:

  • Diary management support to the Associate Deans & other members of Exec
  • Arranging Executive meetings, Away Days and related activities including meeting room bookings and laptop maintenance for meetings

The team is led by: / / Geoff Crackett
Executive Planning Manager
LP131
phone: +44 (0) 191 243 7210

Working with: / / Becky Lane
phone: +44 (0) 191 227 4937

/ Janette Armstrong
phone: +44 (0) 191 243 7448

Heads of Department/Director NLCare also supported by Departmental Co-ordinators who are part of the Executive Support team deployed throughout the School to ensure that the individual and diverse support needs of each department are met.

They work with each Departmental Executive and supplement the support given by the other administrative teams.

The roles, although operating within a similar framework, are necessarily be diverse given the range of departmental priorities. Their tasks may include such things as:

  • Departmental Open Days and Staff/Student Induction
  • Departmental Executive and departmental committee support
  • Departmental events
  • Staff workloads and timetabling planning.

The Departmental Co-ordinators work with Geoff and the central Executive Support team
Gillian O’Keeffe
Department Coordinator
Arts & Languages
SQW 110
phone: +44 (0) 191 227 3412
/ / Gill Drinkald
Department Coordinator
Humanities
LP416E
phone: +44 (0) 191 227 3880

Liz Candlish
Department Coordinator
Social Sciences
LP228
phone: +44 (0) 191 227 4975
/ / Anne Shield
Department Coordinator
Media
SQ306d
phone: +44 (0) 191 227 4625

Geoff also aims to provide timely management information and to support staff in developing and maintaining information systems.
Working with:
Ian Davidson
Administrator
phone: +44 (0) 191 227 3573
/ / Ian also provides administrative support in the Northumbria Language Centre working with colleagues in School Registry

Research and Enterprise Development (RED)

The RED Office provides an effective research support service for all research active staff and postgraduate research students. It is located in LP122.

PGR

  • Management and administration of the PGR programme, including applications, enrolment and completion of milestones
  • Providing a first point of contact for PGR students and supervisors
  • Monitoring PGR income, progression and achievement
  • Providing training for PGR students and supervisors

Staff Research

  • Managing the School’s Research Excellence Framework (REF) submissions
  • Managing the School’s research budgets and projects
  • Collecting and managing research outputs
  • Management of the School’s Personal Research & Enterprise Plan (PREP) and Research Support Schemes
  • Production of research publicity, including the RED Digest
  • Recruitment research and output collection for new academic staff members
  • Working with staff to maximise external research funding
  • Costing funding applications
  • Organising the authorisation of funding bids
  • Setting up and managing the School’s research projects including support for Ethics approval
  • Completing research data returns for corporate management information
  • Providing a first point of contact for all staff research queries

The team is led by:
Andrew Poole
Administrative Support Manager
(Research & Enterprise Development
phone: +44 (0) 191 227 4852
LP103
/
Working with::
Jessica Scott
Senior Administrator
phone: +44 (0) 191 227 3196
/ / Scott Burdon
Administrator
phone: +44 (0) 191 227 4457

Andrea Percival
Assistant Administrator
phone: +44 (0) 191 227 4936
/ /
Cissie Tsang
Administrative Assistant
phone: +44 (0) 191 243 4325

The Team emailaddressis:

Region, Engagement & Partnerships

The team, located on the first floor, 105/107 Lipman Building, aims to provide effective marketing, recruitment and external relations support in all areas of the School’s business, including five Academic Departments, UG and PG Recruitment, Short Courses, International, Placements, Events, Gallery North, Graduate Studio Northumbria and the School’s ADP objectives.
The team is responsible for leading theSchool’s External Relations activity in line with the University’s Corporate Strategy and also supportsthe University’s central Marketing and Recruitment Department.
The team has a broad range of responsibilities which include:

  • Admissions Support
  • Data Management
  • Events (Internal/External, Congregation and Enrolment)
  • Conferences
  • Gallery North & Graduate Studio Northumbria
  • Publications (School and University)
  • Short Courses
  • Outreach
  • Website
  • Region, Engagement & Partnerships
  • Market Research
  • Alumni
  • Press & Public Relations
  • Ad Hoc Marketing Campaigns

The team is led by:
Gilly Gosling
External Relations Manager
phone: +44 (0) 191 227 3451
/
Working with::
Linda Flanagan
Senior Administrator
phone: +44 (0) 191 227 3260
/ /
Julie-Anne Clements
Senior Administrator
phone: +44 (0) 191 243 7445

Barry Nicholson
Senior Administrator
phone: +44 (0) 191 227 4651
/ / Stephanie Oswald
Assistant Administrator
phone: +44 (0) 191 227 3280

(Tues, Wed, Thurs AM)

The team Email:

School Registry

This team provides programme support for UG and PGT within the School. The team is located in LP123 -126 and also includes the Student Advice and Support Centre on the ground floor of Squires.

The team is led by:
Kerry Douglas
Administrative Services Manager
(Student Learning & Experience)
LP123
phone: +44 (0) 191 243 7574
/

The team is split broadly into four areas: Assessments, Data Management & Enhancement (including ELC and International), Programmes, Modules & Review and Student Experience. Each area is headed up by a Senior Administrator with a small team of administrators who specialise in that area but who work across teams as necessary.

Assessments

  • MEB and PAB preparation and support, including examination arrangements
  • Marks collation and entry onto SITS
  • Production of pass lists and student letters following PAB
  • Liaison with External Examiners including assessment/examination approvals, sending module guides and samples of work for moderation.
/
Louise Burn
Senior Administrator - Assessments
LP125
phone: +44 (0) 191 227 3015

Catherine Laidler
Assistant Administrator
phone: +44 (0) 191 227 4925
/ / Margaret Reay
Assistant Administrator
phone: +44 (0) 191 243 7329

Ann Tweedy
Administrative Assistant
Phone:+44 (0) 191 227 4314
/
Data Management and Enhancement (inc ELC & International)
  • Academic Support in relation to UG and PGT queries, the options process, timetabling co-ordination and queries
  • Data Management in relation to student records, - transfers, withdrawals and option choices, HESA data/audit reports, national audit requirements, University data collection activities, congregation booklet checking
  • Unilangenrolments and ELC co-ordination
  • Supportworks queries
/
Greg Charlton
Senior Administrator – Data Management and Enhancement
LP126
phone: +44 (0) 191 227 3445

Kay Howell
Assistant Administrator
phone: +44 (0) 191 227 3609
/
Kate Sankey
Assistant Administrator
phone: +44 (0) 191 243 7222
kate
Programmes, Modules and Review
  • Support and guidance in relation to QA approvals and processes including, programme approvals, programme revisions, new and revisions to modules (for home and collaborative activity) and validation arrangements for home programmes.
  • Maintenance of SITS in relation to programmes and modules.
  • Appointment of External Examiners
  • Support for the APM process including the provision of statistical information in APM templates.
  • Support for periodic/PSRB review and APT/HEA applications.
  • Support/secretary to the School Student Learning & Experience committee.
  • Co-ordination of support for UG and PG Programme Committees.
/
Jimmy Milligan
Senior Administrator - Programmes, Modules & Review
LP126
phone: +44 (0) 191 227 3267

Student Experience
  • Day to day student queries around, for example, timetables, options and letter requests
  • Receiving and receipting of assignments and distribution to academic staff for marking, including authorisation of late submissions of up to one week
  • Collating of assignments and feedback to return to students
  • Regular liaison with Programme Directors, Programme Leaders and Module Tutors
  • Support for the attendance monitoring process including student panel hearings
  • Guidance and advice to students including referral to Student Services where appropriate
  • Transcript requests and assisting with student records
  • Messages to students including e-mails, texts, Blackboard and letters
  • Personal Extenuating Circumstances (PECs) and PEC board
  • Personal Emergency Evacuation Plans (PEEPs)
  • Student Rep Coordination.
/
Lilian Armour
Senior Administrator – Student Experience
SASC SQ105
phone: +44 (0) 191 243 7761

Vanita Arora
Administrator
phone: +44 (0) 191 227 3085
/ /
Daniel Seed
Assistant Administrator
phone: +44 (0) 191 227 3144

Michelle Arkless
Administrative Assistant
phone: +44 (0) 191 227 3447
/

The Team telephone nos. are: +44 (0) 191 227 3838 for LP123-6 and +44 (0) 191 227 3414 for SASC (SQ005).

The team email is

The email address for the Student Experience team is

Resources

This team will provide resources support for staff within the School and is located in LP101.

Its aim is to provide timely, effective and professional resources support to the academic and support staff community of the School and also the School Executive. This team will also work closely with central University services.

Its primary tasks are as follows:

  • Support in the provision of management information and corporate data
  • Purchasing and Sales
  • Payroll Claims
  • Telecoms
  • Estates Issues
  • Health and Safety
  • Staff Travel
  • Human Resources (recruitment, sickness, holidays etc.)

The team is led by:
David Stabler
Administrative Support Manager (Resources)
phone: +44 (0) 191 243 7366
/
/ Ayesha Ballinger
Senior Administrator (Mon, Tues, Wed am)
phone: +44 (0) 191 227 3289

Audrey Inglis
Administrator
phone: +44 (0) 191 227 4968
/
/ Hazel Hambley
Administrator (Wed, Thurs, Fri)
phone: +44 (0) 191 227 3480

Chris Millar
Assistant Administrator
phone: +44 (0) 191 227 4413
/ / Christine Scott
Assistant Administrator
phone: +44 (0) 191 227 4346

John Egdell
Assistant Administrator
Phone: +44 (0) 191 227 4685
/

The Team emailaddress is:

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Alphabetical list of Administrative Tasks

Task / Team
Academic Misconduct / RegistryAssessments (Debra/Louise/James)
Accreditation events / RegistryProgMR (Kerry)
Admissions support / REP
Alumni / REP
Annual Leave notification / Resources
Annual Programme Monitoring (APM) support / RegistryProgMR (Jimmy)
APT application support / RegistryProgMR (Sophie)
ARNA queries / RegistryAssessments (Louise)
Articulation agreements / RegistryDataManagement (Kate)
ASK / Executive Support (Departments) (Anne S)
Assignment feedback / RegistrySASC (Lilian)
Assignment submission / RegistrySASC (Daniel)
Attendance monitoring / RegistrySASC (Lilian/Debra)
Bid authorisation / RED
Blackboard queries / RegistryDataManagement (Greg)
Changes to timetabled sessions (reporting and recording) / Executive Support (Departments)
Changes to timetabled sessions (notifying students) / RegistrySASC(Michelle)
Conference organisation support / REP
Congregation co-ordination / REP
Corporate data (provision and support) / Resources
Costings for new programmes / RegistryProgMR (Kerry)
Departmental Board and Exec / Executive Support (Departments)
Departmental Co-ordination / Executive Support (Departments)
Departmental Events / Executive Support (Departments)
Data Management / REP
Diary Management for HoDs / Executive Support (Central Office)
Departmental Quality Committee (DQC) / Executive Support (Departments)
ELC enrolment and induction co-ordination / Executive Support (Departments) (Anne S)
ELC student files, marks, certificates / RegistryDataManagement (Kate)
Enrolment event co-ordination / REP
Erasmus / RegistryDataManagement (Kay)
Estates Issues / Resources
Ethics Committee (Department) / Executive Support (Departments)
Ethics Committee (School) / School Registrar
Events Internal/External / REP
Exams (timetabling) / RegistryAssessments (Louise)
Exam papers / RegistryAssessments (Catherine)
Exec Travel Arrangements / Executive Support (Central Office)
External Examiners (appointment, reports and claims) / RegistryProgMR(Carly)
ExternalExaminers (liaison re:MEBs) / RegistryAssessments (Louise)
ExternalExaminers (liaison re: module guides and exam questions) / RegistryAssessments (Ann)
Field Study Visits (support for) / RegistryDataManagement (Kate)
Foundation students / RegistryDataManagement (Greg)
Franchise programmes (enrolments) / RegistryDataManagement (Greg)
Funding (Costings) / RED
Funding (External Research) / RED
Gallery North / REP
Gallery North Committee / Executive Support (Departments)
Graduate Studio Northumbria (GSN) publicity and events / REP
Graduate Studio Northumbria (GSN) Committee / Executive Support (Departments)
Guidance tutor allocation / RegistryDataManagement (Greg)
HEA application support / RegistryProgMR (Sophie)
HESA/HESES audit reports / RegistryDataManagement (Greg)
Health and Safety administration / Resources
International / RegistryDataManagement (Kate)
International Partnership agreement / RegistryDataManagement
Late authorisations / RegistrySASC (Vanita)
Laptop maintenance for Exec meetings / Executive Support (Central Office)
Liaison with Programme Directors/leaders and module tutors / Registry
Market Research / REP
Marketing Campaigns / REP
Marks entry / RegistryAssessments (Margaret)
MCRFs / RegistryAssessments (Ann)
MEB preparation and support / RegistryAssessments (Louise)
Meeting room bookings / Executive Support (Central Office)
Modules (new and changes to) / RegistryProgMR (Jimmy/Carly)
Module descriptors / RegistryProgMR (Sophie)
Module questionnaires / RegistryProgMR (Sophie)
Options fairs / RegistryDataManagement (Greg)
Options (co-ordination & data inputting) / RegistryDataManagement (Greg)
Outreach / REP
PAB preparation and support / RegistryAssessments (Louise)
Panel hearings / RegistrySASC (Lilian)
Payroll Claims / Resources
Periodic Review support / RegistryProgMR (Kerry)
Personal Emergency Evacuation Plans (PEEPs) / RegistrySASC (Vanita)
Personal Extenuating Circumstances (PECs) / RegistrySASC (Lilian)
PGR contact for students and supervisors / RED
PGR income, progression and achievement monitoring / RED
PGR programme management and administration / RED
PGR training for students and supervisors / RED
PGT programmes (general queries) / RegistryDataManagement (Kay)
PREP / RED
Press & Public Relations / REP
Programmes (new and changes to) / RegistryProgMR (Jimmy/Sophie)
Programme Committees (UG & PG) co-ordination / RegistryProgMR (Sophie)
PSRB Review support / RegistryProgMR (Kerry)
Publications / REP
Purchasing and sales orders / Resources
QA approvals and processes / RegistryProgMR (Jimmy)
RED Digest / RED
Research budgets and projects / RED
Research Committee (Departmental) / Executive Support (Departments)
Research Excellence Framework (REF) submissions / RED
Research outputs / RED
Research Project management / RED
Research publicity / RED
Research queries / RED
Research seminars and lectures / Executive Support (Departments)
Research Support Schemes / RED
Reprographics requests / Executive Support (Departments)
Short Courses / REP
Sickness notification (academics) / Executive Support (Departments)
Sickness notification (support staff) / Resources
SITS maintenance (student records) / RegistryDataManagement (Greg)
Staff / Student Induction / Executive Support (Departments)
Staff recruitment / Resources
Staff training arrangements / Resources
Staff travel / Resources
Stationery / Executive Support (Departments)
Student complaints / School Registrar
Student e-mails, texts and blackboard messages / RegistrySASC (Michelle)
Student guidance and advice / RegistrySASC
Student Learning and Experience Committee / RegistryProgMR (Jimmy)
Student letters / RegistrySASC
Student queries / RegistrySASC
Student records (Data management) / RegistryDataManagement (Kate)
Student Rep Coordination / RegistrySASC (Vanita)
Students into Schools / RegistryDataManagement (Greg)
Supportworks queries / RegistryDataManagement (Kate)
Target setting / ManagementInformationSystems
Telecoms Issues / Resources
Timetable queries / RegistryDataManagement (Greg)
Timetabling planning / Executive Support (Departments)
Transcript requests / RegistryDataManagement (Kate)
Tuition fee queries / ManagementInformationSystems
UG programme general queries / RegistryDataManagement (Kate)
Unilang / RegistryDataManagement (Kay)
Validation events / RegistryProgMR (Jimmy)
Website / REP
Workloads co-ordination (staff) / Executive Support (Departments)

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