Academic Registry Administrator

Aberystwyth University; Aberystwyth; On-site; GBP 60,000 - 80,000; Full time

Job summary

A UK educational institution is seeking an Administrator to undertake operational and clerical tasks while supporting student education administration processes. The successful candidate will manage inquiries, assist committees, and maintain knowledge of university policies. Ideal candidates should have A Level education or equivalent experience, strong organizational skills, and proficiency in IT. This position offers opportunities for professional development and a collaborative work environment.

Benefits

Flexible working policy

Generous leave entitlements

Commitment to Professional Development

Staff discount for gym facilities

Qualifications

• Educated to A Level or equivalent work experience.
• Experience in administrative tasks to a high standard.
• Experience providing support services to various stakeholders.

Responsibilities

• Manage student attendance and engagement processes.
• Provide customer support for administrative matters.
• Assist with the arrangements for committees and meetings.

Skills

Administrative tasks

Customer service

Communication skills

Team collaboration

Education

A Level or equivalent

Tools

IT proficiency

Job description

The Role

The Administrator will play an active role in undertaking operational administrative and clerical tasks within their respective team, working largely within established protocols. Working closely with the respective line manager, as well as members of their team, the Administrator will carry out routine administration and customer support of:

Faculty Student Education Administration - managing, supporting and administrating student attendance and engagement processes as well as contributing to the management of student induction, progression, satisfaction and examination processes, including viva organisation in collaboration with other registry teams, academic departments and Student Services outside registry. This includes support for student placements, managing the extension process and contributing to work led by others, such as Special Circumstances and UAP panel support.

There is an anticipation that the role holders will rotate within and across different teams to ensure that knowledge and experience is developed across all areas. This will allow for the development of a coherent, flexible and responsive department. Opportunities for movement across teams will be discussed on an individual basis as business need/opportunity arises and will form one element of the career pathways plan for colleagues within the Academic Registry structure.

What you’ll do

This job description is subject to review and amendment in the light of the changing needs of the University, to provide appropriate development opportunities and/or the addition of any other reasonable duties.

• Dealing with general and specific enquiries from students and / or other stakeholders about a range of administrative matters which may include, but is not limited to, application processes, registration and changes thereof, arrangements for assignment submission and examinations, directing queries on as appropriate.
• Assisting with the arrangements for committees (which may include Examination Boards) and/or working groups/meetings.
• Acting as a front-line representative for the team/department.
• Maintaining a good working knowledge of the University’s policies, procedures and regulations in order to be able to interpret these appropriately in carrying out routine administration and in supporting staff and students.
• Participation in relevant internal groups and meetings in order to pass on or receive information or data.
• Conducting correspondence with staff, students and others to relay information.
• Undertaking administrative tasks to meet objectives and deadlines, prioritising work independently and reprioritising in response to unforeseen events.
• Providing support for a range of events and activities which may include, but is not limited to, student registration and induction, examinations, panel hearings and student placements; this will involve working closely with a range of academic and professional service departments across the University.
• Introducing others to standard information and procedures, for example, by explaining how a student can request an extension for assessed work or directing a member of staff to information explaining the scheme approval process.
• Contributing to small projects relating to the respective area of work.
• Solving day to day problems as they arise, working within established protocols and referring on as necessary.
• Undertaking research and analysis of routine data or information using established procedures, for example, collecting and logging data on the student record system (AStRA) and reporting on inconsistencies.
• Working to provide excellent services to customers working to agreed standards, this may include assisting students in resolving basic administrative matters.
• Continuous development and maintenance of appropriate knowledge, skills and expertise in order to fulfil the requirements of the role, in part through undertaking relevant professional training and development.
• Work collaboratively to ensure a joined up professional offering and effective working relationships both internally and externally to the Academic Registry;
• Undertake duties flexibly, as required, in periods of annual leave, staffing shortages or busy periods across the Registry functions and Teams, including any other duties within the scope and general nature of the grade which may be required.
• Undertake other duties as assigned by your line manager, commensurate with the role's grade.
• Be a flexible member of the team, supporting colleagues at peak times of workload and pressure including attendance at university events e.g. open days, graduation which may include weekend work.
• Promote equality of opportunity, and to support and uphold the University's commitment to diversity and inclusion in all aspects of your work.
• Support the university strategy and underlining plans, engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop yourself and support the development of others.
• Fulfil health and safety responsibilities appropriate to the role, while actively promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community. Additionally, support the University’s commitment to environmental sustainability through responsible practices and engagement.

The above does not represent an exhaustive list of duties associated with this role.

Who you are – Qualifications, Experience, Knowledge and Skills required

Essential

1. Educated to A Level (or equivalent) or have equivalent work experience.
2. Experience of performing administrative tasks to a high standard;
3. Experience of providing professional support services to a range of stakeholders;
4. Experience of working effectively within a team to achieve shared objectives and of working co-operatively with colleagues across an organisation;
5. Experience of providing excellent customer service and of adapting services to meet the needs of customers, working within established guidelines;
6. Experience of working within regulatory frameworks and of complying with related policies and procedures;
7. Experience of using IT to perform a range of administrative tasks;
8. A demonstrable interest in continuing professional development.
9. Effective organisationalskills;
10. Well-developed oral and written communication skills in order to be able to relay and interpret information that may be straightforward, or require explanation and interpretation, in order to help others understand;
11. A willingness to work occasional evenings and/or weekends to provide support for out of hours activities which may include, for example, registration, Open/Visiting Days, examinations and Confirmation & Clearing.
12. Oral (spoken) and Written Welsh Level B2.*

• or evidence to demonstrate an on-going commitment to learn Welsh to this level.

*The Welsh language level is based on going out to recruitment for the role*

Desirable

13. Experience of working in Higher Education

14. Oral (spoken) and Written Welsh Level C2.*

*More information on Welsh Language Levels can be found at:

https://www.aber.ac.uk/en/hr/policy-and-procedure/welsh-standards/

How to apply

To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.

Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Benefits

• Flexible working policy
• 36.5 – hour week for full-time roles
• Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days
• Commitment to Professional Development
• Enhanced contribution to our workplace pension schemes
• Staff recognition and reward schemes
• Opportunity to learn the Welsh language for free
• Staff relocation bursary
• Maternity, Paternity, Parental and Adoption Leave
• Staff discount for gym facilities, hospitality, and retail on campus.

Please keep reading

We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.

We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Employment Visa

Under the UK Government’s points-based system scheme, this role does not meetthe criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.

For more information, please visit: https://www.gov.uk/skilled-worker-visa