About

What we do

  • Who we are
  • Who do I contact about…?

What we do

The Council Secretariat is responsible for matters relating to governance, assurance and compliance. These responsibilities are broad and, in general, relate to issues that are University-wide.

The section’s governance work relates to the servicing of Council and many of its committees, including the General Purposes Committee, the Audit and Scrutiny Committee and the Finance Committee. Such work goes beyond clerking these committees; where appropriate, the section will also handle much of the work generated by the committees. The section maintains the University’s statutes and regulations and is responsible for a wide range of other areas of work, including elections by Congregation and Convocation, and the maintenance of the Congregation and Convocation databases.

The section’s compliance work includes handling all matters relating to the Data Protection and Freedom of Information Acts, including dealing with requests made under the Acts and providing guidance and training to the University.

The section’s assurance work includes responsibility for the University’s risk management processes, including the maintenance of the University’s Strategic Risk Register.

 

Who we are

Michael Sibly, Acting Head of the Council Secretariat.

Michael is Acting Director of Planning and Resource Allocation and Head of the Council Secretariat.  

(01865 2) 80303 | or by email

 

Nigel Berry, Senior Assistant Registrar (Governance)

Nigel is responsible for the administration of Council and its meetings and for the management of the Governance team in the Council Secretariat.

(01865 2) 80107 | or by email

Sarah Cowburn,  Assistant Registrar (Governance)

Sarah is responsible for servicing a number of committees, including the General Purposes Committee of Council (GPC), the Security Sub-committee of GPC, the Joint Committee for Recognised Independent Centres (JCRIC), and for a range of associated work such as formulating draft policy, and advising on University processes and governance-related matters. Her other responsibilities include administering the process by which professorships are allocated to colleges and societies, maintaining the University’s register of delegations and administering the grants process to provide substitute teaching provision during the proctorial/assessorial year.

(01865 2) 70193 | or by email

Shirley Mulvihill, Elections Officer

As Elections Officer, Shirley conducts all elections by Congregation to places on Council and other University committees and boards. She is the Chief Returning Officer, responsible for the integrity of the ballot count, including the issue and security of ballot papers, and for determining which candidates are elected, to which position and for which period of office. As Co-ordinator of the Elections Office website, she is responsible for its content, structure and format. The Elections Officer also co-ordinates elections by Convocation (i.e. of the Chancellor and Professor of Poetry); manages the administration of appointments by Council to University and external bodies; and is responsible for the setting and annual publication of the University’s official dates of term.

(01865 2) 80463 | or by email

Matthew Chadourne, Congregation Membership Administrator

Matthew is responsible for the administration of the Congregation and Convocation databases/registers.

(01865 2) 80660 | or by email

Ellen Hudspith, Senior Administrative Officer (Governance and Finance)

Ellen is responsible for servicing several of Council’s committees: the Finance Committee, the Committee on Statutes before the Privy Council, the College Accounts Committee, the College Contributions Committee, and the Honorary Degrees Committee.  She also acts as Secretary to the Appeal Court, the Visitatorial Board and the Grievance Committee.

(01865 2) 80092 | or by email

Tora Pickup, Administrative Officer (Governance) 

Tora is responsible for servicing a number of committees including the Central University Research Ethics Committee and the Socially Responsible Investment Review Committee, and the Committee for the Nomination of Select Preachers.  She also assists the Senior Administrative Officer (Governance and Finance) in administering the Committee on Statutes before the Privy Council, the Visitatorial Board, the Appeals Court and the Grievance Committee, and undertakes governance related project work.  

(01865 2) 70373 | or by email

Martina Harley, Administrative Support Officer

(01865 2) 70008 | or by email

Felicity Burchett, Assistant Registrar (Governance and Compliance)

Felicity works on both Governance and Compliance matters.  She is responsible for maintaining the University’s legislation (other than Examination Regulations), including drafting and giving advice where required; provides advice to members on the conduct of business in Congregation (other than elections); acts as Secretary to the Committee to Review Donations and supports the work of Council.  She is also Data Protection Officer and manages the Data Protection and Freedom of Information teams.

(01865 2) 80199 | or by email

Thomas Hall, Administrative Officer (Governance and Compliance) 

Tom is responsible for servicing a number of committees including the Committee for Development and Alumni Relations, the Nominations Committee, and the Curators of the University Parks.  He also assists the Assistant Registrar (Governance and Compliance) with University legislation and meetings of Congregation and undertakes compliance related project work.

(01865 2) 70012 | or by email

Max Todd, Assistant Registrar (Compliance)

Max is responsible for managing the University’s compliance with the Data Protection Act, the Freedom of Information Act and the Environmental Information Regulations. Together with the Administrative Officer (Compliance), he responds to requests for information under the Freedom of Information Act or Environmental Information Regulations; advises departments on the application of the Data Protection Act; responds to subject access requests under the Data Protection Act; and provides training to members of the University on freedom and information and data protection.

(01865 2) 80299 | or by email at foi@admin.ox.ac.uk or data.protection@admin@ox.ac.uk

Administrative Officer (Compliance)

The Administrative Officer (Compliance) performs similar duties to those of Max Todd above.
(01865 2) 80523 | or by email at foi@admin.ox.ac.uk or data.protection@admin@ox.ac.uk

 

Sally Vine, Head of Assurance

Sally is responsible for the University's arrangements for assurance, both financial and non-financial, and for ensuring that the University has adequate and effective risk management processes.  She manages the relationship with the internal auditors, PWC; and is secretary to the Audit and Scrutiny Committee.

(01865 2) 80179 | or by email

Sophie Hockley, Administrative Officer (Assurance and Risk Management)

Sophie works with the Head of Assurance and the internal auditors on the delivery of the assurance service, and supports the work of the Audit and Scrutiny Committee. She coordinates a number of risk management and compliance activities, and is secretary to the Conflict of Interest Committee.

(01865 2) 70298 | or by email

 

The members of the Council Secretariat are based at:
University Offices
Wellington Square
Oxford
OX1 2JD

 

 

Who do I contact about…?

 

Advice on governance-related processes  and other matters;

Nigel Berry   (01865 2)80107 or
Sarah Cowburn    (01865 2)70193

Appeal Court

Ellen Hudspith    (01865 2)80092 

Appointments by Council to its committees and other bodies

Shirley Mulvihill    (01865 2)80463

Appointments by the Vice-Chancellor to University committees and other bodies

Shirley Mulvihill    (01865 2)80463

Audit and Scrutiny Committee

Sally Vine   (01865 2)80179 or
Sophie Hockley  (01865 2)70298

Benefices Delegacy

Tora Pickup   (01865 2)70373

Bribery and Fraud Policy

Sally Vine   (01865 2)80179 or
Sophie Hockley  (01865 2)70298

Central University Research Ethics Committee (CUREC)

Tora Pickup   (01865 2)70373 or
email: curec@admin.ox.ac.uk.

College Accounts Committee

Ellen Hudspith    (01865 2)80092

College Contributions Committee

Ellen Hudspith    (01865 2)80092

Committee for Development and Alumni Relations

Thomas Hall    (01865 2)70012

Committee for the nomination of Select Preachers

Tora Pickup   (01865 2)70373

Committee on Statutes before the Privy Council

Ellen Hudspith    (01865 2)80092

Committee to Review Donations

Felicity Burchett    (01865 2)80199

Conflict of Interest Committee and policy

Sophie Hockley  (01865 2)70298

Congregation (except elections) and database



Congregation and Convocation databases

Felicity Burchett    (01865 2)80199 or email
congregation.meeting@admin.ox.ac.uk


Matthew Chadourne
(01865 2)80660

Council

Nigel Berry   (01865 2)80107 or
Felicity Burchett    (01865 2)80199

Curators of the University Parks

Thomas Hall    (01865 2)70012

Data Protection

Max Todd (01865 2)80299 or
Administrative Officer (Compliance)
(01865 2)80523.
Email: data.protection@admin@ox.ac.uk

Dates of Term

Shirley Mulvihill    (01865 2)80463

The University’s register of delegations

Sarah Cowburn    (01865 2)70193

Elections by Congregation and Convocation

Shirley Mulvihill    (01865 2)80463

Finance Committee

Ellen Hudspith    (01865 2)80092

Freedom of Information

Max Todd (01865 2)80299 or
Administrative Officer (Compliance)
(01865 2)80523.
Email: foi@admin.ox.ac.uk

General Purposes Committee of Council (GPC)

Sarah Cowburn    (01865 2)70193

General queries

Martina Harley    (01865 2)70008

Gifts and Hospitality policy

Sally Vine   (01865 2)80179 or
Sophie Hockley  (01865 2)70298

Grievance Committee

Ellen Hudspith    (01865 2)80092

Honorary Degrees Committee

Ellen Hudspith    (01865 2)80092

Joint Committee for Recognised Independent Centres (JCRIC)

Sarah Cowburn    (01865 2)70193

University legislation (other than Examination Regulations);

Felicity Burchett    (01865 2)80199

Management of the Governance team

Nigel Berry   (01865 2)80107

Nominations Committee

Thomas Hall    (01865 2)70012

PREVENT duty

Sarah Cowburn    (01865 2)70193

Allocation of professorships to colleges and societies

Sarah Cowburn    (01865 2)70193

Risk Management

Sally Vine   (01865 2)80179 or
Sophie Hockley  (01865 2)70298

Security Sub-committee of GPC

Sarah Cowburn    (01865 2)70193

Socially Responsible Investment Review Committee (SRIRC)

Tora Pickup   (01865 2)70373

Teaching Fund

Sally Vine   (01865 2)80179

The grants process to provide substitute teaching provision during the proctorial/assessorial year

Sarah Cowburn    (01865 2)70193

Sealing of documents

Felicity Burchett    (01865 2)80199

University’s Data Protection Officer

Felicity Burchett    (01865 2)80199

Visitatorial Board

Ellen Hudspith    (01865 2)80092

Website queries 

Martina Harley    (01865 2)70008