Universiteit Leiden

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Administrative Shared Service Centre

Accountability

Every employee and student needs professional support they can rely on to help them navigate processes, systems and document management. The Administrative Shared Service Centre (ASSC) provides high-quality support to all staff and students. Around 135 people work within the ASSC, supporting staff and students in their teaching, research and operational activities. The ASSC is currently being transformed into an organisation that is customer-focusedagile, up to date, predictable and reliable.

What does the ASSC do?

The Administrative Shared Service Centre (ASSC) is responsible for implementing the processes that enable financial and personnel administrative tasks, the management and development of the university corporate systems, the university’s documentary information and its archiving policy.  The ASSC is made up of the following sections:

  • Service Point (SP)
  • Financial Shared Service Centre (FSSC)
  • Personnel Shared Service Centre (PSSC)
  • Functional Management (Functioneel Beheer, FB)
  • Documentary Information and Archiving (DIA)

The ASSC Service Point is the place where members of staff can find all the ASSC teams, who answer questions about processing or paying invoices and expenses declarations, personnel mutations, requesting an employer’s declaration and salary matters. You can contact the ASSC Service Point:

  • by e-mail to helpdesk.universiteitleiden.nl
  • by phone on 071 527 5555. The Service Point is open on working days from 9:00 to 16:30. 

The FSSC is made up of four teams: Balance & Consolidation, Creditors, Debtors and Liquid Assets.

  • Making sure that all incoming invoices and staff expense claims are properly processed.
  • Invoicing and credit monitoring.
  • Timely and full registration of incoming and outgoing money flows.
  • Technical consolidation of the annual report, administrative support for the Planning & Control cycle and the VAT help centre.

The PSSC is made up of three teams: Inflow/Outflow, Mutations and Salary Administration.

  • Processing personnel mutations relating to inflow, transfer and outflow.
  • Processing and payment of salaries.
  • Maintaining continued oversight over and improving HR work processes.

FB is made up of eight teams/areas of expertise: Financial, Human Resources, Identity and Access Management, Logistics, Business Intelligence/Business Objects, Document Management, Customer Relations Management and Data Analysis.

Functional Management manages systems including:

  • SAP (support for financial, personnel and logistics processes)
  • ULCN (registration and management of accounts)
  • GMS (decentralised guest registration)
  • LU-Card (university identity card)
  • Business Objects (reporting on the locations)
  • E-voting (supporting university elections)
  • DocMan (document management)
  • CRM (Customer Relations Management)

DIA is made up of three areas of expertise: Record Management, Archiving Policy and Advice.

  • Record Management:
    • Distribution of mail
    • Registration and archiving
    • Workflow management
    • Information provision, including archival research
    • DocMan functional management
  • Archiving Policy:
    • Implementing laws and regulations in practical procedures and tools (handbooks, etc.)
  • Advice:
    • Documentary information management
    • Selection of what to keep and what to destroy
    • Maintaining the physical archive
    • Making an inventory or the archive material and transferring this as appropriate to Leiden University Libraries (UBL)/the National Archive

Position within the university

The ASSC is one of Leiden University’s expertise centres. The service is provided within the FSSC, PSSC, FB and DIA departments. The ASSC also has a Service Point to receive questions and provide answers that are tailored to the client’s needs.

The ASSC’s organisational structure is set out in the organisational chart

Contact

Head

Rob van den Wijngaard
+31 (0)71 527 7199

Secretariat

Mw. D.J. (Daphny) Uljé 
bvsecretariaat@bb.leidenuniv.nl
+31 (0)71 527 3144

Postal address

PO Box 9500
2300 RA Leiden

Visiting address

Rapenburg 70
2312 EZ Leiden
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