Finance and Business Affairs Admin Team

About Us

Our Vision is to underpin the UCL Professional Services vision, and to transform the staff and student experience when interacting with Finance and Business Affairs by providing an excellent and efficient service to all.

Our Role is to provide administrative support to Finance and Business Affairs staff for financial, HR and general matters and to be the first point of contact for UCL staff, students and external visitors to the division.

Our Services

Who We Are

Liz Mooney - Divisional Manager

Overall responsibility for delivering efficient and effective support services for Finance and Business Affairs (FBA).  Reports to the Director of Finance and Business Affairs and is part of the divisional senior management team

Specific responsibilities:

  • to support the Director and senior finance team at a strategic level
  • to maintain divisional plans such as the Finance and Business Affairs strategic plan and staff survey action plan
  • to work with the Director and senior finance team, with the support of the HR Administrators, to manage UCL’s appraisal and performance management policies
  • to lead on divisional change management exercises and lead teams and working groups to deliver divisional projects in a timely and effective manner
  • to manage divisional communications and the website(s)
  • to represent the division on various user groups relating to communications, IT and facilities management
  • to ensure that dealings with external stakeholders are dealt with professionally and appropriately
  • to ensure that internal queries from staff and students are dealt with promptly and by the correct department within the division
  • to provide leadership and management to the Admin Team

Kiran Clack & Claudia Gironi - Divisional HR Administrators

Overall responsibility to support the Divisional Manager in the provision of an effective HR function for Finance & Business Affairs, working with the Departmental Directors and UCL's central HR teams

Specific responsibilities:

  • to act as an initial point of contact for inquiries from divisional staff in relation to UCL's HR policies and procedures and provide information as appropriate
  • to provide HR related reports to Line Managers
  • to maintain manual and electronic filing and record keeping systems
  • to monitor probation and appraisal compliance and provide reports to the Divisional Manager, and record sickness
  • to manage the staff recruitment process within the division from pre and post interview administration to induction of new staff
  • to assist the Divisional Manger in monitoring the End of Fixed-Term contract process and temporary staff contracts
  • to carry out all SIP administration for leavers, new contracts, transfers, one off payments, re-grades, changes to existing appointments and extensions
  • to ensure that exit procedures are followed for staff leaving the division
  • to issue financial approval numbers for all UCL recruitment requests
  • to update and maintain Divisional contact information: telephone list and distribution lists
  • to update and maintain staff exam records
  • to support visitors to the Division with their access and security needs

Denise Hebborn - Divisional Administrator & PA to Director

Overall responsibility to support the Divisional Manager in the provision of an effective administrative function for Finance and Business Affairs, working with Departmental Directors and other UCL operational teams

Specific Responsibilities:

  • to provide diary management for the Director of Finance and Business Affairs
  • to support the Legal Services team with the production of legal documentation and document management
  • to open and distribute post and manage the archiving of finance documents including retrieval
  • to assist the Divisional Manager with development of content for the Finance Division website
  • to work with the Divisional Manager to ensure all IT and facilities provisioning is effective and meets the needs of the division
  • to deal with day to day legal, regulatory and compliance issues
  • to maintain the Major Incident Plan telephone cascades
  • to service meetings and answer queries from staff across UCL and external callers and visitors
  • to provide a virtual reception and meet and greet service for visitors to the Director’s office and the Finance and Business Affairs offices

Marin Vitan - Divisional Administrator

Overall responsibility to support the Divisional Manager in the provision of an effective administrative function for Finance and Business Affairs, working with Departmental Directors and other UCL operational teams

Specific Responsibilities:

  • to provide office management support to the Research Services team, based at Maple House
  • to provide a virtual reception and meet and greet service for visitors to the 7th floor Maple House
  • to function as the main point of enquiry for UCL staff and external callers, dealing with matters or forwarding on to the correct person as appropriate
  • to open and distribute post and manage the archiving of finance documents including retrieval
  • to raise purchase orders and resolve invoice queries (relating to the Research Services departmental budget)
  • to assist the Divisional Manager with development of content for the FBA website (in relation to administration)
  • to work with the Divisional Manager to ensure all IT and facilities provisioning is effective and meets the needs of the division
  • to occasionally provide high level diary support / assistance with service meetings
  • to provide ad hoc support for FBA projects
  • to act as the main print representative for Research Services

Mike Mullinger - IT Support Officer

Overall responsiblity to support the Divisional Manager in the provision of an effective computing strategy, and provide IT administration, IT project management, asset management and training for FBA staff and visitors.

  • IT administration including setting up IT accounts, arranging remote and wifi access, access to shared drives, mailboxes, mailing lists and systems, facilitating the resetting of passwords.
  • Assisting with minor desk-side issues and queries for FBA staff and visitors, e.g. providing a replacement keyboard, or explaining the correct credentials to log into wifi, or advising the person to log a call with the ISD Service Desk.
  • Acting as FBA’s IT representative, and escalating issues to ISD helpdesk as appropriate.
  • Providing first line-support for EDRM (Documentum), Captiva and Ecopy, and actioning access requests from FBA and UCL staff.
  • Providing IT specific information to Estates / ISD project teams for major projects e.g. office decants and moves, implementations of new systems.
  • Purchasing new or replacement equipment and software licences, arranging the disposal or reallocation of redundant IT equipment.
  • Assisting FBA staff with high level training to UCL software and packages, advising them of the appropriate online Moodle or face to face training course to take or directing them to online help as required.

How to contact us

  • Liz, Denise, Kiran and Claudia are based on the 6th floor, 1-19 Torrington Place
  • Mike and Marin are based on the 7th floor, Maple House

< Back to Directorate page

< Back to FBA Staff Intranet

Page last modified on 22 dec 16 16:59