Head of Registry Operations

London, United Kingdom
31 Jul 2019
End of advertisement period
20 Aug 2019
Contract Type
Fixed Term
Full Time

Location: London Liverpool Street
Closing date: 20/08/2019
Salary: Competitive
Employment type: Fixed Term
Department: Operations - Registry & Scheduling - Assessment & Operations

Fixed term contract to cover maternity. Part time applications may be considered

Job Purpose

This role requires the holder to take full ownership and accountability for the activities of the Registry function: its people, processes and systems. This is a hands on role to ensure the effective strategic and operational activities of the Registry office, at all touch points during the student journey.

The post holder will:

  • have full responsibility for process enhancement, governance matters, adherence to and application of University regulation and policy
  • ensure compliance with national expectations
  • advise on any issues arising for the enhancement of Academic Registry professional practice, staff training and development.
  • have a reporting line to the Deputy Vice-Chancellor, for regulatory compliance matters and, in particular, for University awarding functions through University Examination and other Boards, individual student assessment agreements and support, and student complaint matters.

Key Responsibilities

Strategic Management

  • Ensure that the Registry function is aligned to the strategic goals of the organisation
  • Ensure that the Academic Registry provides a directed, joined up, proactive, high standard of service across all of its areas of delivery
  • Develop and monitor key performance indicators (KPIs) and metrics to measure performance and effectiveness;
  • Work closely with the Deputy Vice-Chancellor (DVC) to ensure compliance with regulatory requirements, data quality standards, student assessments and complaints
  • To be the main owner of the Student Information Systems (Banner, Athena, Filemaker etc.), and ensure these systems are managed efficiently and effectively, and hold accurate and reliable data
  • Lead the team to ensure full implementation of Banner functionality by 2020
  • Manage and ensure the accuracy of data within the Student Information systems
  • To proactively identify, promote and implement processes to enhance and improve existing University practices so that systems are lean, effective, adaptable, take advantage of technology and are fit for purpose
  • To ensure Registry fully complies with the requirements of the General Data Protection Regulation (GDPR)
  • Compliance with Student Finance England and other external funding requirements for student loans
  • Ownership and Management of Student Graduation Ceremonies event and associated Awards

Leadership and Liaison

  • To lead by example providing a professional, positive and constructive image to Registry staff, academic colleagues and students
  • To develop and manage a Registry training programme, to support the development of staff in the specialist aspects of their Registry roles, through informal and formal methods including coaching, day to day guidance and structured training
  • To provide clear regulatory and policy direction to staff, fostering a flexible team-working approach across all Academic Registry areas, responsive, effective and efficient working practices and a proactive approach to new issues and challenges
  • To liaise with and advise relevant officers within the Schools to ensure that the operations and services are properly coordinated
  • To lead Academic Registry projects communicating project deliverables, timescales for development and implementation, the development of the Academic Registry Policies, Protocols and Operations Handbook; the development of early complaint resolution policy and process for the Academic Registry; staff training and KPI’s for the departments

Operational Management

  • To manage and coordinate the work of the Student Records, Funding and Advice, Overseas Assessment, and Learning Support Assessment teams, managing individual assessment arrangements, within the Academic Registry
  • To oversee the operation of the Registry on a day to day basis in relation to the utilisation of resources and the allocation of workloads to achieve current objectives and meet stakeholder needs
  • To coordinate the development and maintenance of a framework of mechanisms and procedures for the efficient operation of the Academic Registry, including the provision of an Academic Registry Policy, Protocols and Operations manual to promote best practice, an annual calendar of University examinations and assessments, and regular staff meetings and briefings
  • To ensure that front facing teams provide timely and accurate services to students at all locations.
  • To liaise with other relevant senior staff to ensure the efficient and effective exchange of information and the execution of procedures relating to the progression, award and academic withdrawal of students
  • To ensure that the procedures and delivery of Academic Registry operations coordinates with the work of University internal and external stakeholders
  • To represent the Academic Registry at formal academic committees of the University and meetings of external stakeholders as required
  • To oversee the development and maintenance of relevant areas of content on the University’s Virtual Learning Environment, Intranet and Website
  • Develop and maintain national contacts in areas of Academic Registry work, upon regulatory assessment and award matters, to inform Academic Registry best practice;
  • Organisation and management of the graduation ceremonies
  • To undertake such other duties as may be reasonably expected.

Skills, knowledge and qualifications required

This is a busy and demanding position requiring a proactive and positive approach towards providing high quality and effective applied policy, regulatory and process management.

Education, skills & Experience required

  • A degree or equivalent level qualification
  • Extensive experience within a similar role in a higher education environment
  • Excellent planning and organisational skills and understanding
  • Extensive knowledge of GDPR requirements and their application to the Registry function
  • Project management skills in order to deliver projects on time, within budget and resource
  • Experience of the management of staff, institutional and departmental processes and of developing and maintaining records systems, operational procedures and management tools;
  • A highly developed understanding of governance, policy, regulatory and University decision-making processes, with demonstrable experience of writing policy, protocols, reports, briefing and regulatory documents to publication standard;
  • Advanced knowledge of Microsoft Outlook, Word, Excel, and Access;
  • Understanding and experience of applying the QAA’s Academic Infrastructure, Framework for Higher Education Qualifications and Codes of Practice in your work
  • Substantive knowledge of curriculum development models, quality assurance and how this informs regulatory compliance, policy development and process application in higher education institutions
  • Substantive experience of managing external and internal stakeholder relationships
  • Familiarity with the Ellucian Banner Student Information System would be an advantage.
  • Be highly resilient, organised and efficient with the ability to multi-task and organise others
  • Have excellent written skills, with demonstrable experience of writing and applying University policy, process and regulatory documents
  • Have excellent attention to detail
  • Meet deadlines
  • Have excellent oral and written communication skills, diplomacy and ability to professionally represent senior management internally and externally to the University
  • Have the ability to filter information and assess priorities
  • Be able to use complex information in all areas of your work including student casework and process design
  • Have proven high level analytical skills – the ability to assimilate detailed information and identify key issues
  • Have the ability to identify areas for enhancement and implement process improvement
  • Have a familiarity with process driven environments to improve the student experience
  • Have the ability to prioritise and manage your own workload amid conflicting demands, uncertainty and change and in busy work periods
  • Have a proactive and solutions focussed approach
  • Ability to work under pressure and work effectively as part of a team
  • Ability to motivate and foster a team ethic of collaboration, quality and high standards of performance
  • A professional approach and ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances and periods of change
  • Ability to exercise discretion in dealing with confidential or sensitive matters, internal and external stakeholders and be able to deliver difficult messages with diplomacy and tact
  • Resilience and calm under pressure
  • And you must be an experienced manager, confident and able to work on your own initiative and with limited supervision.

Head of Registry Operations JD

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