UCL Institute of Archaeology

Direct telephone:
+44 (0)20 7679 4770

Internal: 24770

• email

• Facilities Manager
• Environmental Laboratory Technician
• Curation of departmental bone collection
• Departmental Safety Officer
• Departmental Staff Green Champion
• Line Manager to Audiovisual Technician
• Reports to: Director of the Institute

Direct telephone:
+44 (0)20 7679 7486

Internal: 27486

• email

Office hours:
11.30am to 12.30pm and 3.30pm to 4.30pm Monday to Friday
Lunch hour: 1pm to 2pm

• Responsible for the control and management of the Institute’s financial matters- delegating to Finance Assistant, (Thom Rynsaard) and part-time Accounts/HR and Events Administrative Assistant (Emily Garland) as appropriate
• Responsible for the control and management of the Field Archaeology Unit’s financial matters; liaising with the FAU/Archaeology South East Management Team and the FAU Office Manager (Jayne Brooks)
• Responsible for the control and management of the Institute’s staff matters, including staff recruitment-delegating to HR Administrator (Louisa Goldsmith) as appropriate
• Responsible for the management of the Institute and the Field Archaeology Unit’s staff matters-delegating as above
• Preparation for (statistics, costings) and attendance at (as Ex officio member) Grants Sub-Committee, Research Committee, Publications Committee, Facilities Committee
• Providing financial management of successful research grant awards
• Line Manager to Research Administrator/Communications Officer, Finance Assistant, part-time Accounts/HR and Events Administrative Assistant, HR Administrator/Events Coordinator and Receptionist

• Reports to: Director of the Institute

Direct telephone:
+44 (0)20 7679 4789

Internal: 24789

• email

• Any enquiries about the Institute's collections and access to the material should be directed to Ian Carroll
• Reports to: Keeper of Collections, Institute of Archaeology

Direct telephone:
+44 (0)20 7679 4798

Internal: 24798

• email

• Secretary to Publications Committee
• Reports to: Director of the Institute

Direct telephone:
+44 (0)20 7679 7499

Internal: 27499

• email

Office hours:
9am to 5.00pm Monday to Friday

Lunch hour:
12noon to 1pm

• Processes paperwork for all Graduate Programmes admissions (both taught and research) from initial queries through to processing applications forms
• Provides information on the admission procedure, issues welcome letters, and collates information to assess viability of options
• Answers queries on fees, accommodation, visas and setting up bank accounts
• Processes paperwork for all research students.  This includes queries regarding interruption, study leave, CRS status and submission
• Arranges and books Upgrades and First Year Reviews and maintains the departmental database on research students
• Provides administrative support to the Graduate Tutor
• Liaises with Student Records and Student Finance
• Collates applications for funding applications to be ranked within the Department. This includes AHRC funding, UCL-ORS, Graduate School Research Scholarship, ACE Scholarship and Dorothy Hodgkin Scholarship. Also collates applications for IoA Masters Awards (alongside Thom Rynsaard).
• Secretary to Graduate Research Student Sub-Committee
• Updates Research Group membership including email lists
• Covers Receptionist
• Reports to: Academic Administrator

Direct telephone:
+44 (0)20 7679 4941

Internal: 24941

• Buildings Officer
• Reports to: Director of the Institute

Direct telephone:

+44 (0)20 7679 1509

Internal: 21509

• email

Office hours:

9am to 5pm Monday to Friday (works at home on Tuesdays)
Lunch hour: 

1pm to 2pm

• Specific responsibility for the Institute's research administration (grant application costing and submission and related pre-award administration, dissemination of research-related information, management of academic staff workloads and research-related databases, statistics, RAE/REF etc.)
• Communications Officer with specific responsibility for dissemination of news, events, research and publications-related information via the Institute website, e-newsletters, communications networks etc. Chief Editor responsible for content management of the website
• Secretary to Research Committee and its Standing Committee (including the organisation of biennial staff research reviews, research seminars, elections etc.)
• Secretary to Facilities Committee (including the maintenance of the departmental non-computing equipment inventory, applications for equipment etc.)
• Health & Safety administration (production of departmental safety and major incident planning information, maintenance of safety records, assists the Departmental Safety Officer with health & safety issues)
• Covers for the Director's EA in her absence
• Reports to: Financial Administrator

Direct telephone:
+44 (0)20 7679 1494

Internal: 21494

• email

Office Hours:
9am to 5pm Monday to Friday

Lunch hour:
1pm to 2pm

Awarded Public Engager of the Year: Support Staff 2012

UCL Spotlight on Charlotte Frearson

• Receives and processes undergraduate applications
• Organises undergraduate open days and arranges applicant interviews
• Updates and maintains a database record of all affiliate students
• Fields all undergraduate admissions queries
• Organises the Mature Applicants Open Evening, the University of London Archaeology Taster Day and National Archaeology Day (in conjunction with the Collections Manager and the Widening Participation and Diversity Officer)
• Liaises with the Alumni Department in organising events for IOA alumni
• First point of contact for current students regarding the status of their fieldwork course requirement, updating and maintaining fieldwork database, processing student fieldwork grant applications and compiling and distributing the fieldwork bulletin
• Updates and helps to maintain the Undergraduate sections of the IOA website 
• Coordinates Careers Advice sessions and organises Career Days
• Secretary to the Fieldwork Sub-Committee, Library Committee and  the Communications Committee
• Arranges and administers MA in Museum Studies placements
• Covers Receptionist

• Reports to: Academic Administrator

Direct telephone:
+44 (0)20 7679 8863

Internal: 28863

• email

Office hours:
9am to 3.30pm Monday to Thursday

Lunch hour:
1pm to 2pm

• Financial administration (including the processing of payments to individuals, raising of purchase orders and sales invoices, adding suppliers and customers to UCL Financial Systems)
• HR Administration (including assistance with recruitment and administration of honorary staff appointments, general HR processes)
• Events Organisation (including the ordering of supplies, assistance with publicity and marketing)
• Provides administrative support for the Director's EA
• Reports to: Financial Administrator
  

Direct telephone:
+44 (0)20 7679 7503

Internal: 27503

• email

Office hours:
9am to 5pm Monday to Friday

Lunch hour:
1pm to 2pm

• HR & Payroll Administration relating to staff and Post Graduate Teaching Assistant contracts, one off payments, sickness absence records, staff leaver notices, end of fixed term contracts etc.
• Maintains records for Archaeology South East staff
• Responsible for administration of PGTAs (in liaison with the Academic Administrator)
• Supports staff recruitment processes, organising internet advertising, receiving applications, inviting short listed applicants to interview, and preparing paperwork and interview timetables for Appointing Committees
• Responsible for day-to-day administration of Honorary staff appointments (in liaison with the Director's EA)
• Responsible for administration of Affiliate Academic requests
• Assists with organisation of IoA conferences, and orders catering for IoA conferences, Seminar Series and Evening Drinks events
• Provides administrative support for the Financial Administrator and for the Director’s EA
• Covers Receptionist
• Reports to: Financial Administrator

Direct telephone:
+44 (0)20 7679 7485

Internal: 27485

• email

• Librarian

Direct telephone:
+44 (0)20 7679 7495

Internal: 27495

• email

Office Hours:
8:30 am to 5:00 pm Monday to Friday

Lunch Hour:
12noon to 1pm (although cover is provided)

• Reception ‘Opening up’ duties (lecture theatre, cluster room etc.)
• Deals with telephone and personal enquiries, distribution of staff and student post, issuing keys and room bookings
• Organizes travel arrangements and hotel accommodation
• Orders catering for Institute events
• Stationery ordering (including business cards, letterheads, compliment slips and photocopier supplies); arrangement of confidential waste and recycling collections
• Maintains display boards
• Production and maintenance of the weekly staff whereabouts and events programme
• Collates information on staff sickness

• Reports to: Financial Administrator

Direct telephone:
+44 (0)20 7679 4777

Internal: 24777

• email

Office Hours:
9am to 5pm Monday to Friday

Lunch Hour:
1pm to 2pm

Awarded Provost's Teaching Award for Supporting Learning 2008

• Overall responsibility for the administration of the academic functions of the Institute, including teaching timetable, course documentation and evaluation, the undergraduate and Master's examination process and the implementation of College regulations.
• Pastoral care of students
• Deals with student and staff queries
• IoA Disability Co-ordinator
• Secretary to the following committees:Teaching Committee and its Standing Committee; BA/BSc and MA/MSc Boards of Examiners; Staff/Student Consultative Committee; Staff Meeting; Extenuating Circumstances Committee; Student Progress Meeting; Departmental Tutors' Meeting
• Line Manager to her Clerical Assistant, the Undergraduate Programme Administrator and the Graduate Programme Administrator
• Reports to: Director of the Institute

Direct telephone:
+44 (0)20 7679 4733

Internal: 24733

• email

• Librarian
• Issue Desk Head

Direct telephone:
+44 (0)20 7679 4777

Internal: 24777

• email

Office hours:
10.30am to 6.00pm Monday, Tuesday, Thursday and Friday

Please note that Audrey works 10.30am-6.00pm Monday to Friday during April
and May (for exams) and September and October (for start of session)

Lunch hour:
1pm to 1.30pm

• Deals with student queries
• Monitors and enters student course choices (undergraduate and taught Masters)
• Collates exam question papers, collates and enters assessment marks, calculates degree classifications and enters undergraduate and taught Masters award and progression information on Portico
• Updates module and programme information on Portico
• Assists with information required for AHRC student grant applications
• Maintains and archives student files and coursework
• Prepares student degree handbooks and all other start of session information for new undergraduate and Masters students
• Receives first-year coursework, receives and distributes undergraduate and Masters dissertations
• Enters timetable and related data on CMIS
• Collates course and degree evaluation forms
• Covers Receptionist
• Reports to: Academic Administrator

Direct telephone:
+44 (0)20 7679 4921

Internal: 24921

• email

• Laboratory Technician
• Reports to: Lab Manager

Direct telephone:
+44 (0)20 7679 4783

Internal: 24783

• email

Office hours:
11.30am to 12.30pm and 3.30pm to 4.30pm Monday to Friday

Lunch hour:
1pm to 2pm

• Maintains the Institute’s accounts, including purchase and sales ledger, petty cash, banking, expenses, grants and bursaries delegating to the part-time Accounts Assistant where appropriate
• Prepares financial reports for fund holders
• Deals with financial queries from staff and students
• Provides cover for the Financial Administrator in her absence
• Services the Grant Sub Committee; advises applicants on the procedure, terms and conditions for IoA Awards and assists them with completing the forms
• Covers Receptionist

• Reports to: Financial Administrator

Direct telephone:
+44 (0)20 7679 4929

Internal: 24929

• email

IT Drop-in clinic:
Wednesdays 2-5pm

• Departmental IT Helpdesk
• Departmental Computer Rep
• AGIS Lab Management
• Reports to: Chair of Facilities Committee

Direct telephone:
+44 (0)20 7679 7483

Internal: 27483

ioa-director@ucl.ac.uk
or
k.trifilo@ucl.ac.uk

Office hours:
9am to 5pm Monday to Thursday
- Working from home 9am-5pm on Fridays

Lunch hour:
1pm to 2pm

• Responsible for day-to-day running of the Director’s office
• First point of contact for all staff, student and external queries to the Director
• Disseminates information and liaises internally and externally - with the UCL Faculty Office, HR, Finance, Development and Corporate Communications Office and beyond UCL - on the Director’s behalf
• Organises all events held by the Director
• Secretary to Policy Group
• Administrates Senior Staff Promotions, Staff Appraisals and Probationary Reviews
• Oversees Honorary staff appointments, delegating the day-to-day administration to the HR Assistant (Louisa Goldsmith) as appropriate
• Oversees implementation of HR policies and administrates some HR processes (including requests for accelerated increments, re-grading cases, relocation allowances, honorarium payments, maternity leave, etc)
• Responsible for coordination of HR casework relating to managing under-performance, grievance, disciplinary and sickness absence reviews
• Coordinates academic staff recruitment process
• Provides advice, guidance and support on issues relating to welfare in conjunction with other members of staff

• Reports to: Director of the Institute

Direct telephone:
+44 (0)20 7679 4743

Internal: 24743

• email

Office hours:
Ken only works between October and March each year

• Audiovisual technician
• Photography technician
• Reports to: Facilities Manager

Direct telephone:
+44 (0)20 7679 7481
Internal: 27481

• email

Office hours:
Harriet normally works 2 days per week (Thursdays, Fridays and alternate Wednesdays)

• Laboratory Technician in Archaeomaterials and Analysis
• Deputy Departmental Safety Officer (DSO)
• Reports to: Lab Manager