JOB DESCRIPTION

Job Title: Registry Administrator (Regulations, Awards & Ceremonies)
Faculty/Directorate: Academic Registry
Grade: D
Location: High Wycombe
Hours: Full Time
Responsible to: Designated Registry Officer (Regulations, Policy & Casework or Awards & Ceremonies)
Responsible for: None
Job Purpose: The postholder will have a varied role working closely with colleagues in their designated area to provide administrative support for the processes covered, helping to deliver an efficient and effective service.
For regulations, policy and student casework, this will include helping to maintain trackers, update and publish schedules, preparing and collating documentation, setting up and noting meetings, preparing template letters for dispatch, corresponding with stakeholders, and undertaking other general duties as required.
For graduation, tasks will include printing, checking, and dispatching certificates and transcripts, verification of awards, managing student and guest information for graduation, and assisting with the logistical arrangements for the ceremonies.
The role involves processing invoices and purchase orders, and will also support the delivery of the University’s graduation ceremonies for around 3,500 graduating students per year.
The postholder will practice an inclusive approach and support building an inclusive university community where people can be themselves

KNOWLEDGE & EXPERIENCE

Understanding of administrative processes and procedures.
A/I
Awareness of the kind of work carried out in a Higher Education setting.
A/I
Understanding of relevant policies and procedures.
A/I

SKILLS

Good communication skills and customer service skills
A/I
Good level of numeracy
A/I
Good level of IT/systems expertise.
A/I
Good organisation skills, ability to prioritise and meet deadlines
A/I
Data input skills to support the management, sorting and analysis of large amounts of data.
A/I/T

SPECIAL REQUIREMENTS

Ability to deal with difficult and/or sensitive and challenging people/situations.
A/I
Willingness to work flexible hours as required.
I

MAIN DUTIES & RESPONSIBILITIES OF THE ROLE:

The postholder will work across the two areas of the Regulations, Awards & Ceremonies Section (those being Regulations, Policy & Casework and Awards & Ceremonies), though they will likely have a focus in one or the other as determined by the Head of Section and their Line Manager.
For Regulations, Policy & Casework:
1. To provide professional administrative and operational support for academic-related student casework (academic appeals, fitness to practise, and academic misconduct) and for programme setup on the University’s student record system.
2. To assist in the collation and preparation of documentation for circulation to panels, hearings, reviews, and other types of events.
3. To assist in the maintenance of definitive documentation to underpin the University’s academic portfolio of programmes, including managing files on shared drives.
4. To maintain accurate and up to date internal spreadsheets and electronic records of student casework, complying with records retention requirements.
5. To accurately and proficiently use the internal MIS system to download and prepare spreadsheets and other types of reports.
6. To prepare template letters for students and external stakeholders.
For Awards & Ceremonies:
7. To provide professional administrative and operational support for the University’s graduation ceremonies, the production of certificates and transcripts, and for the verification of University awards.

1. Certification and award responsibilities include:

• Providing guidance on processes and procedures relating to certification;
• Planning and organising tasks relating to:
• printing and checking certificates at defined periods following examination boards;
• printing final results transcripts;
• packing and posting out of certificates and transcripts, with the maintenance of appropriate records;
• monitoring of and responding to requests for replacement certificates and transcripts, printing and posting these as required, and using established to systems to create reports on the activity;
• verification of University awards.

1. Conferment responsibilities include:

• responding to routine and non-routine requests for information by phone and by email in a courteous and professional manner, demonstrating a high standard of customer service, and undertaking investigation into more complex issues/enquiries in order to provide a briefing to the relevant manager;
• preparation of student information for the graduation programme;
• assisting with ticket/seat allocation for staff, students and guests taking into account any special requirements;
• assistance with the running of ceremonies at the Graduation venue and related activities on campus, undertaking specific tasks as required;
• maintaining function list and room bookings for activities related to conferment;
• production of documents relating to staging and scripts;
• participation in graduation operation group meetings, discussion and follow up activities;
• liaising with internal and external contacts to ensure smooth running of graduation services.

Generally, the postholder will also be expected to:
10. Process invoices and create purchase orders using the relevant financial systems as required.
11. Communicate effectively with internal and external staff and students through the relevant communication medium.
12. Assist with the planning and scheduling of meetings, booking rooms and taking accurate notes as required.
13. Be proactive in all areas of the Team’s work to continually strive to improve and enhance systems and administrative processes.
14. If required, support the activity of the Office of the Academic Registrar on a fractional basis.

1. Support the wider activities of the Academic Registry and University, including:

• Assisting with Registry-wide events, such as Enrolment/Registration etc, undertaking specific tasks as required;
• To be actively engaged with internal working groups and to proactively implement agreed process changes within the University;
• Adopting and demonstrating behaviours aligned to the University’s values;
• There may be a requirement for these duties to be carried out across different sites within the University.

1. Comply with relevant legislative and other requirements (e.g., the Data Protection Act 2018 and GDPR; Health and Safety; UKVI; and Equality and Diversity) in all working practices.
2. Such other duties temporarily or on a continuing basis, as may reasonably be required.

BBF (TOP 3 KEY BEHAVIOURAL CATEGORIES MOST APPLICABLE TO THE ROLE)

Delivering excellent service: Providing the best quality service to external and internal customers/students/stakeholders. Building genuine and open long-term relationships in order to drive up customer service standards.
Working together: Working collaboratively and across boundaries with others in order to achieve objectives. Recognising and valuing the different contributions people bring to this process.
Achieving results: Consistently meeting agreed objectives and success criteria. Taking personal responsibility for getting things done.