Broadcast: News items

PS Essentials - July 2023

Posted on behalf of: Internal Communications

Last updated: Friday, 7 July 2023

PS Essentials highlights the key priorities for Professional Services colleagues and recent news which you and your teams may find useful. Please take five minutes to read the full PS Essentials below.

The next edition of PS Essentials will be in early September. If there is information you would like included in a future edition of PS Essentials or communicated through our channels in the summer, please email the Internal Comms team at: internalcomms@sussex.ac.uk.

Quick links

About you

Annual Leave Purchase Scheme window open until 31 August

You can buy additional annual leave for the 2023/24 holiday year from now until 31 August with our Annual Leave Purchase Scheme. Apply for up to 10 days’ additional leave pro rata, paid for in equal instalments directly from your monthly pay. Any additional days purchased can be used in the new leave year, which starts on 1 October 2023.

Guidance to support your Achievement and Development Review

If you haven’t taken part in one of the face-to-face Achievement and Development Review (ADR) training sessions you can now access a recorded version on LearnUpon. Created by the Organisational Development team, the training supports both reviewers and reviewees in preparing for an ADR.

ADRs offer an opportunity to explore the range of development options available, including a number of free online qualifications to develop and enhance your skills, and apprenticeships which can support training and skills needs as well as your career progression.

The deadline for completion of ADRs for PS staff is 30 September 2023, and you can find further information and guidance on the ADRs webpage.

Explore wellbeing support available at Sussex

World Wellbeing Week happened recently, so it is a great time to highlight the wide range of wellbeing support, information and training available to staff at the University. From our Employee Assistance Programme to staff networks, sports activities, discounted wellbeing benefits and much more, there are a number of resources available on our Wellbeing Hub all year round, if you need them.

About Professional Services

Preferred bidder announced for campus catering

Following a comprehensive engagement and procurement process, Chartwells have been confirmed as our preferred bidder for the new catering contract at the University. The contract will come into effect on 15 August 2023. Through the procurement process, Chartwells demonstrated the strongest proposal overall, scoring the highest in the ethical procurement sections. Chartwells plan to bring in new ideas and products to enhance and expand the campus food offer.

Transforming Sussex newsletter offers updates on the latest changes

The second edition of the Transforming Sussex newsletter brings you news and information about our Capital Programme and changes that impact on everyone in our community. This month, the new 'Meet the Changemakers' feature introduces the people working hard to transform Sussex.

Interested in hearing more about the transformations and improvements taking place? Join our Capital Programme webinar on 26 July at 1.30pm - you can sign up on Eventbrite today.

Visit the Transforming Sussex webpages to find out more about our major projects and programmes.

Allan Spencer to stand down as Director of Finance in 2024

Allan Spencer is stepping down from his role as Director of Finance for the University at the start of 2024. Having joined in 2005, Allan has led the Finance Division throughout his 18 years at Sussex.

Fortunately, Allan will not be leaving us as he will move to a new part-time Executive Director role, leading on the major projects for which he is currently responsible. These are West Slope, Sustainability, and, as University Project Executive, the Network Replacement Project.

Coming up

Financial year end 31 July – action needed if you are involved in purchasing

The University financial year end is Monday 31 July. Please submit and authorise all transactions before the weekend of 29/30 July so that any issues can be resolved in good time. Whilst research project budgets run until the individual project end date, it is still important to record transactions properly for year end.

Special arrangements are in place for REED timesheets for hours worked up to 31 July, and it is particularly important that timesheets continue to be authorised on a timely basis. All other transactions not completed and authorised by Monday 31 July will fall into the 2023/24 financial year due to strict accounting rules.

Purchasing card transactions will need to be coded and authorised in a shorter timeframe than usual and further information will be provided shortly.

It is vital that staff submitting transactions provide authorisers with clear commentary to explain the transaction, particularly where this appears to be over budget. Where an explanation is not sufficient, authorisers should reject the transaction and ask for more information. Anyone asked to receipt goods or services not received by the University should contact the Finance Service Desk for advice.

Further information about completion dates for tasks will be emailed from the Director of Finance in the week commencing 10 July. Find out more about how to get ready for year end and if you have any queries or need help to plan around absence, contact Finance Service Desk at financeservicedesk@sussex.ac.uk or on 01273 87(7172).

Networking session for staff on 13 July

Staff are invited to an in-person networking session at the Student Centre on Thursday 13 July between 12 noon and 2pm. Hosted by the Organisational Development team, the event is the second part of the welcome event for new starters, following part one which is online. All staff are welcome to come along and find out more about services and opportunities available. Colleagues from across the University will set up stalls showcasing what they do and the resources their departments offer, and tea and coffee will be available. Pre-booking is essential to help plan the event, but once booked you are welcome to attend at any time between 12 noon and 2pm.

A reminder

Volunteers needed for Confirmation and Clearing on 17 August

Want to be part of one of the most important days in our University calendar? The Admissions team is calling for volunteers to help during Confirmation and Clearing on 17 August. More than 600 students join us via Clearing each year and this wouldn’t be possible without the help of colleagues. Last year, more than 100 staff and ambassadors from across the University joined the team in the Clearing Call Centre to make over 1,000 offers on A-level results day alone.

Full training is provided, and you’ll be supported in the lead up to Clearing and on the day itself. To volunteer, please complete the Clearing registration form. If you have any questions, or would like further information, email Dara O’Kane: d.o-kane@sussex.ac.uk.

Where to eat and drink on campus this summer

A number of food outlets on campus will be closed during the quieter months of summer. Venues such as EAT Central will also be hosting summer school students, making it better to head elsewhere at peak times. The £2 meal deal will be available at the Botanical Cafe in the Jubilee Building. Take a look at the guide on where to eat and drink for summer 2023.