School of Arts School Meeting 2 December 2015

Support roles within the School of Arts School Manager Student Administration Managers (SAMs) Student Support Team Senior Executive Assistant Executive Assistant (new) 0.6 Administrative Assistant Health and Safety Officer Work at School level and deal with all departments

Resource Managers (Film and Theatre) – Deborah Gibbs and Kate Withers Resource assistants (Music) – Megan Holmes and Margaret Peirson Departmental technicians – Theatre technician Jake Channon – Field Technician, Archaeology Phil Rowe – Stores technician (Film and Theatre) Chris Jones Facilities Manager – Nicola Kerry Faculty HR and Finance Support roles within the School of Arts

Support roles within the School of Arts – student support Student Support Team – Act as named contacts for all departmental enquiries related to teaching and learning – student and academic – Deal with all student related academic matters including unit choices, timetables, changes, absences, extensions and so on... – Manage assessments through exams and online submission process, process marks and feedback – Support STLC and other academic meetings – Offer advice to students on other support available via Senior Tutor, or through referral to other agencies

Support roles within the School of Arts – student support Lead contacts Archaeology and Anthropology – Clare Smith Theatre, Drama – Lisa Murphy Film – Jenny Lowman Music – Megan Holmes / Margaret Peirson Philosophy – Debbie Hughes (Y1 and Y2), Lisa Turner (Y3 and Y4) Abbi Davey (appointed November) support as required during training with a focus on Archaeology. Senior Administrator works closely with SAMs, Sarah Carter seconded to HUMs for a year and covered by Abigail Stickland (starts 21 December). Deals with STLC, exams, ECs, plagiarism, disability (with Senior Tutor). Alison Johnston joins from Graduate School in 2016/17

Support roles within the School of Arts – student support Student Administration Managers Jo Purdie and Sharon Behan (job share) – Manage the student support team, deciding and organising workload, reviewing Education Cycle and producing calendar – Interpret policy and regulations and establish working procedures – Support teaching planning; manage timetabling, units and programmes, exams (incl exam boards and externals) and – work with DHTL and DSUs on all education matters (STLC) – Offer pastoral care with senior tutor and UoB services – Deal with Tier 4 student administration – Manage academic access to student information – Manage and monitor the submission process – reviewing whole process with DHTL moving to online marking and feedback

Support roles within the School of Arts Senior Executive Assistant – Debra Squires – PA to the Head of School and School Manager, gives overall administrative support to School – Line manages Administrative Assistant and Executive Assistant – Supports School committees, meetings, visits, liaison with senior UoB management, liaison with Faculty – Supports space and resource management, keeps room registers, manages IT – Handles general academic enquiries, including requests for honorary staff status – Coordinates appointment of hourly paid staff with HR and Finance – Manages fee claims process for hourly paid staff, casual staff – Handles queries relating to fees and expenses

Support roles within the School of Arts Senior Executive Assistant – Debra Squires – Advises on finance matters including expenses, travel and enquiries relating to procurement, Proactis (Agresso) – Updates School and department websites, with web coordinators, other web trained staff, acts as moderator/publisher. – Updates People Profiler – School Safety Adviser working with the School Health and Safety Officer - looks after fire safety awareness, PAT testing, documentation, investigation of accidents and incidents. – Deals with HR and line managers on new staff records, contracts, initial service review and other personnel matters – will change after ERP Agresso comes in – Acts as induction coordinator and prepares new staff induction – Manages sickness absences

Support roles within the School of Arts Executive Assistant – Alison Bamford (January 2016) 0.6 FTE to be appointed to support Debra as SEA and the Resource Managers for MFT. Recruitment underway - January start – Take on part of fee claims process – Manage room bookings especially for MFT – Handle complex requisitions and purchases – Coordinate school news / newsletter – Coordinate PAT testing and other routine health and safety jobs eg. common area inspections – Support new staff induction – Support to post offer visits days, interviews, open days and events

Support roles within the School of Arts - executive School Administrative Assistant – Gives general office support, assists executive staff – Acts as reception for student support, first point of contact for enquiries, manages UG-office mailbox – Looks after copiers, fax machine, post, for all departments – Books travel, hotels, orders stationery, and office supplies – Deals with requisitions via Proactis (ERP – Agresso) – Deals with travel and accommodation, hires coaches and other vehicles – Supports post offer visit days and open days – Checks first aid boxes and helps with other routine H&S matters

Support roles within the School of Arts Health and Safety Officer – Mervyn Busse – Takes a lead in developing and maintaining the School H&S management system, reports to the H&S Board – Gives professional advice to the Head of School, School Manager, School Safety Advisor and other staff – Ensures the School is compliant with safety legislation and University policy – Works with staff, students, visitors and contractors to promote a culture of safe working – Maintains records including Local Rules, risk assessments, inspection regimes, checklists – Develops and supports a training regime

Support roles within the School of Arts School Manager – Gillian Fearnyough – Supporting the Head of School in planning and management - responsible for all operational matters and administration – Budget planning and management with HoS and Faculty Finance – Oversight of Health and Safety – devolved from HoS – Line manage SAMs, SEA, RMs, HSO, some technical staff – Delivery of student support service – through the SAMs and team – Deals with PEEPs for students with Senior Tutor – Overall management of space, liaison with HSUs and Facilities Manager, project management – Overall management of resources incl. IT – Personnel matters with HR – Education (units and programmes) – support to SAMs, work with Faculty – SALT ie Faculty Manager, School Managers, HR, Finance