SENIOR REGISTRY ADMINISTRATOR (AWARDS & CEREMONIES)

at  Buckinghamshire New University

SALARY - £28,879-£32,296

Buckinghamshire New University is an ambitious, modern university that is always open to fresh ideas and thinking. We believe in the transformative power of education, and in doing the right thing by our students, people and local community. That’s why our BNU community is a special place to work and study, and where people who want to make a difference can contribute and succeed.
Our University’s DRIVE values and are at the heart of all that we do. We are united in being dynamic, responsible, inclusive, visionary and empowering to ensure that we provide the best experience to our learners and offer excellent service to our partners and to each other as colleagues. Our commitment to these values is unwavering and they are central to our mission. We encourage applications from all backgrounds, communities and industries and we are happy to discuss any reasonable adjustments that you require.
We are seeking a proactive and detail-oriented professional to join Buckinghamshire New University as a Senior Registry Administrator within the fast-paced Regulations, Awards and Ceremonies team. This dynamic role is central to the planning and delivery of our annual graduation ceremonies, supporting around 3,500 students and their guests. Beyond graduation, you will oversee the efficient production of certificates and transcripts, ensuring compliance with university policies. The role involves liaising with diverse stakeholders, managing communications, and driving improvements in processes related to awards and ceremonies. If you have experience organising events, excellent organisational skills, and a passion for delivering exceptional customer service, this role offers the chance to make a lasting impact on key student milestones and broader university initiatives.

ALL APPLICATIONS ARE TO BE MADE IN FULL AND ONLINE AND SHOULD INCLUDE A SUPPORTING STATEMENT DETAILING HOW YOU MEET THE REQUIREMENTS OF THE JOB DESCRIPTION.

BNU is proud to have a diverse community and a strong track record of diversity, equity and inclusion. Our aim is to continue to build an environment where everyone thrives and can be themselves. We therefore ensure that our interview/shortlisting Chairs complete the relevant e-learning and/or inclusive recruitment training.
We therefore particularly encourage applications from candidates who are likely to be underrepresented in BNU’S workforce. These include people from global majority backgrounds, disabled people, and LGBTQI+ people, particularly in more senior roles.
Closing Date: 23 February 2025
Interview Date: 5 March 2025
If you are successful in securing an interview for the role, you will be required to provide proof of eligibility to work in the UK.
BNU is a Disability Confident employer and as such you will be given the opportunity to declare a disability as part of the application process. The University is also committed to achieving the Race Equality Charter.

JOB DESCRIPTION

Job Title: Senior Registry Administrator (Awards & Ceremonies)
Faculty/Directorate: Academic Registry
Grade: E
Location: High Wycombe
Hours: Full-Time
Responsible to: Senior Registry Officer (Awards & Ceremonies)
Responsible for: None

KNOWLEDGE & EXPERIENCE

Experience organising large-scale events or working in customer-focused environments
A/I
Good general administrative experience, preferably within higher education
A/I

SKILLS

Digitally able and proficient in Microsoft tools
A/I
Strong written and verbal communication skills
A/I
Ability to work collaboratively as part of a team and develop effective working relationships.
A/I
Ability to prioritise tasks and work flexibly on own initiative and to tight deadlines
A/I
Good interpersonal and communication skills
A/I
Good organisational skills
A/I
Methodical and accurate approach to work, including meticulous attention to detail
A/I

SPECIAL REQUIREMENTS

Willingness to work flexible hours as required during peak work times (eg around July and February ceremonies)
A/I
Willingness to work at any of the University’s campuses
A/I

OTHERS

Seeking a diversity of perceptions.

JOB PURPOSE:

Graduation is a significant step in the student journey. The post holder will play a key role in supporting the successful delivery of Buckinghamshire New University’s annual graduation ceremony on campus. They will ensure ceremonies are delivered to a professional and exacting standard for around 3,500 graduating students and their guests annually. The role also includes oversight and production of certificates and transcripts, ensuring these processes are efficient and compliant with University policies.
The role involves coordinating operational and logistical support for graduation, including high-level communications, engaging with internal and external stakeholders, and ensuring compliance with policies and procedures. Additionally, the post holder will support continuous improvement initiatives in the Awards and Ceremonies function and serve as a key resource for process enhancements.
The post holder will practice an inclusive approach and support building an inclusive university community where people can be themselves.

MAIN DUTIES & RESPONSIBILITIES OF THE ROLE:

• Graduation Ceremonies
• Oversee the planning and organisation of graduation ceremonies, ensuring alignment with institutional standards and objectives.
• Coordinate the recruitment, training and role allocation of support staff for graduation events.
• Liaise with external suppliers (e.g., gown hire, photographers, florists, caters) to secure contracts and services that meet quality and value expectations and maintain an accurate record of expenditure.
• Provide high-level support for logistical arrangements, including function lists, room bookings, and graduation ticketing/seat allocation for staff, students and guests.
• Act as a key point of contact for internal stakeholders, ensuring seamless coordination across teams.
• Ensure compliance with policies, including risk assessments, equality impact assessments and GDPR requirements.
• Organise staff and student prizes and awards, including honorary and posthumous awards.
• Graduation Communications
• Certification and Awards Oversight
• Develop and oversee the delivery of accurate and timely communications to staff, students, and guests.
• Provide input for the creation of the graduation programme and related materials, ensuring adherence to University branding.
• Update and maintain the University’s graduation web pages and guide teams on the effective use of social media to promote events.
• Ensure processes for certificate and transcript production are effective and compliant with University policies.
• Assist with the printing and checking of certificates and final results transcripts and related tasks.
• Act as a liaison for more complex certification and verification queries, escalating issues as needed.
• Process Improvement
• Lead evaluations of graduation and certification processes with key stakeholders to recommend strategic improvements.
• Support the development of new systems and techniques to enhance the Awards and Ceremonies function.
• Administrative Coordination
• Prepare reports and analyse data to inform decision-making related to awards and ceremonies.
• Answering routine enquiries by phone and email courteously and professionally, investigating more complex issues/enquiries to provide a briefing to the relevant manager.
• Collaborate with other Registry roles to streamline operations and avoid duplication of efforts.
• Attend relevant meetings, as appropriate, and take notes as required.
• Provide specialist advice and guidance to students and colleagues on awards and ceremonies.
• Additionally, the post holder will be expected to support the wider activities of the Academic Registry and University, including:
• To be actively engaged with internal working groups and to proactively implement agreed process changes within the University.
• Assisting with Registry-wide events, such as Enrolment/Registration etc, undertaking specific tasks as required.
• Adopting and demonstrating behaviours aligned to the University’s values.
• To keep abreast of sector development and best practice and undertake CPD as relevant to the role.

• There may be a requirement for these duties to be carried out across different sites within the University.

• 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.

• Such other duties temporarily or on a continuing basis, as may reasonably be required.