Registry Officer (Systems)

at  Royal Agricultural University

Registry Officer (Systems)
Job Description
The Role
Job title: Registry Officer (Systems)
Department: Academic Services
Responsible to: Head of Registry
Location: Cirencester
Salary: Grade 6 (£28,759 to £33,965)
Term: Full-time, permanent
Relationships with: Academic Services teams, students, academic staff, staff in other
professional services.
Purpose
The postholder will provide support for student systems including the student record system
(Quercus), timetabling system (Celcat) and attendance monitoring system (Seats). This will include
coordinating the initial configuration and ongoing maintenance of systems to ensure they are
effective and efficient. The postholder will also be responsible for delivering critical, system-
dependent, business processes; in particular the maintenance, and annual rollover, of curriculum
information in the student record system (Quercus), annual production of the timetable (Celcat), and
set up and maintenance of attendance monitoring reports (Seats).
The postholder will report to the Assistant Registrar (Student, Records, Operations and Returns)
and will contribute to the work of the team, and wider Academic Services directorate, as required.
The University is trialing a hybrid approach to work; there will be some capacity for working remotely
however, you will be expected to be present on campus on a regular basis each week.
Key Responsibilities
1. Overseeing the effective use of student systems at the RAU by being an advanced user of
relevant systems, including, but not limited to, the student record system (Quercus), timetabling
system (Celcat) and attendance monitoring system (Seats).
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2. Setting up, monitoring and maintaining curriculum and assessment data in the student record
system, working closely with colleagues within the Registry team and academic quality to ensure a
single source of truth for curriculum data.
3. Managing the annual rollover of curriculum data in the student record system.
4. Requesting, collating and managing timetable requirements, delivering the annual timetable to
agreed timelines.
5. Analysing and resolving issues in systems that arise due to changes in curriculum, staff or
systems
6. To be knowledgeable in the understanding of, and practical implications of, the University’s
codes of practice and ensuring compliance with them by all staff, including advice and solutions.
7. Configuring and maintaining reports and workflows in the attendance monitoring system (Seats).
8. Monitoring data quality across all systems, utilising regular and detailed exception reporting to
ensure high levels data quality and taking action to address inconsistent or poor-quality data.
9. Providing support, guidance and training to general users of student systems, investigating
issues and producing user documentation.
10. Investigating identified issues arising in student systems, identifying solutions where possible,
liaising with IT and external suppliers
11. Working with the university’s business analysts to establish business requirements for new
system developments, undertaking user acceptance testing following system upgrades.
12. Assigning Academic Support Tutors to students.
13. Monitoring, analysing, and reporting on the University’s use of systems to ensure they are
effective, fit for purpose and are aligned to best practice in the sector.
14. Demonstrating, at all times, good data management practices and compliance with data
protection legislation, including confidentiality and security.
15. Making a significant contribution to the work of the Registry team. Supporting the overall
objectives of Academic Services, assisting other areas as and when required including assisting with
the registration of students at peak times.

General responsibilities:

• The University is committed to equality of opportunity. All staff are required to comply with

current legislation, University policies and good practice guidance.

• All staff are required to act in a way that always safeguards the health and wellbeing of

children and vulnerable adults. The post holder must be familiar with and adhere to
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appropriate safeguarding policies and guidance and participate in related mandatory/statutory
training. Managers have a responsibility to ensure their team members understand their

individual responsibilities regarding safeguarding children and vulnerable adults.

• All staff are required to participate in the University appraisal process and should ensure they

are familiar with the process and plan time to prepare for their appraisal. Following the
appraisal, staff are expected to undertake in any necessary learning and development and

work towards the objectives that have been set.

• The University expects staff to attend any training designated as mandatory and to undertake

learning and development activities to support their role. Managers must facilitate learning

and development within their teams.

• It is a condition of employment that staff will not disclose any information obtained in the

course of their duties other than to those entitled to receive it. The post holder must ensure
that the confidentiality of personal data remains secure and that restricted information or
highly restricted information to which they have access remains confidential during and after
their employment at Royal Agricultural University. All staff must undergo appropriate data

protection training as required.

• All absence from work must be reported in accordance with the University’s absence

procedures and recorded on iTrent.

• The University acknowledges its responsibility to provide a safe, smoke free environment, to

its employees, service users and visitors. It is the policy of the University not to allow smoking
on university premises other than in specifically designated areas.
University Values
As a University we have chosen five values to underpin our learning community. These are the values

which we will all work by and for which we want the RAU to be known. We are:

• Collaborative - we believe in the power of working together. We are stronger as a community

of practice - inspiring each other, identifying shared goals, and providing reciprocal support

leads to greater success.

• Open-Minded - we are receptive to new ideas and we value the diversity of experiences and

skills. We are committed to listening to everyone across the RAU community.

• Resourceful - we adopt creative approaches to achieve our goals while setting higher

standards, promoting professionalism and sustainability.

• Responsible - individually and collectively we take accountability for our actions working with

integrity to achieve the highest ethical standards.

• Inclusive - we acknowledge the fundamental value and dignity of all individuals and are

committed to maintaining an environment that seeks to eliminate all forms of discrimination
and respects diverse traditions, heritages, and experiences.
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Person Specification

REQUIREMENTS ESSENTIAL MEASURED BY

The post holder must be able to demonstrate: or A) Application Form
Desirable B) Interview
C) Presentation

QUALIFICATIONS:

Demonstration of continuous professional development and
Essential Application form
keeping abreast of sector practices
Educated to degree level Desirable Application form

KNOWLEDGE, EXPERIENCE AND SKILLS:

Considerable experience in Higher Education administration, Application form
Desirable
demonstrated through relevant roles at a similar level. Interview
Advanced IT skills, including an ability to learn and adapt to Application form
new systems and functionality. Interview
Essential
Exercise

Experience using one or more of the following systems;

• Quercus Application form Desirable
• Celcat Interview
• Seats

Experience of working with complex student record systems, Application form
Essential
with an understanding of data protection legislation. Interview
Application form
Direct experience of timetabling in an education setting. Desirable
Interview
Direct experience of maintaining or configuring curriculum Application form
Desirable
information in an education setting. Interview
An understanding of effective stakeholder management
Application form
techniques with experience of providing a supportive Essential
Interview
approach when dealing with difficult stakeholders.
Application form
Ability to work independently, with minimal supervision, and
Essential Interview
on own initiative, working to tight deadlines.

REQUIREMENTS ESSENTIAL MEASURED BY

The post holder must be able to demonstrate: or A) Application Form
Desirable B) Interview
C) Presentation
Management and delivery of complex tasks, with the ability
to work accurately, under pressure.
Excellent analytical skills, including an ability to identify and Application form
Essential
assess issues, and develop and implement solutions. Interview
Application Procedure

If you are interested in applying for this role, please send:

• University Application Form together with the Equal Opportunities Monitoring Form available

on the University website www.rau.ac.uk – you may attach your up to date CV if you wish to

add additional information.

• Details of two referees who must be people who can comment authoritatively on you as a

person and as an employee in relation to the level of the post, and must include your current

or most recent employer or their representative.

• Please forward to the HR Team, Royal Agricultural University, Cirencester, Gloucestershire,

GL7 6JS or via email to jobs@rau.ac.uk stating where you saw the advert for the role

• Informal enquiries can be made to Gina Smith, Head of Registry: Gina.Smith@rau.ac.uk
• Closing date: 28 May 2024 with Interviews on: 12 June 2024
• Should you be selected for interview please be aware that we are unable to reimburse

interview expenses.

General responsibilities:

• The University is committed to equality of opportunity. All staff are required to comply wit

individual responsibilities regarding safeguarding children and vulnerable adults.

• All staff are required to participate in the University appraisal process and should ensure the

If you are interested in applying for this role, please send:

• University Application Form together with the Equal Opportunities Monitoring Form availabl

GL7 6JS or via email to jobs@rau.ac.uk stating where you saw the advert for the role

• Informal enquiries can be made to Gina Smith, Head of Registry: Gina.Smith@rau.ac.uk
• Closing date: 28 May 2024 with Interviews on: 12 June 2024
• Should you be selected for interview please be aware that we are unable to reimburs