Academic Registry Team Leader

Aberystwyth University; Aberystwyth; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading university in Wales is looking for an Academic Registry Team Leader to manage academic services across the student lifecycle. The successful candidate will oversee student administration, coordinate team efforts, and be responsible for managing operational processes within the university. Applicants should have A Level qualifications or equivalent experience, along with strong organizational and communication skills. The role requires a proactive approach to problem-solving and the ability to work collaboratively across teams.

Benefits

Flexible working policy

Generous leave entitlements

Commitment to Professional Development

Enhanced pension contributions

Opportunity to learn Welsh for free

Qualifications

• Educated to A Level (or equivalent) or have professional experience within a higher education environment.
• Experience of supervising staff on a day-to-day basis and of managing the workloads of others.
• Understanding of the current Higher Education landscape, including regulatory requirements.

Responsibilities

• Manage operational processes and lead a team.
• Coordinate arrangements for and serve committees and working groups.
• Contribute to the design and development of presentations and training.

Skills

Interpersonal skills

Organisational skills

Communication skills

Problem-solving

Education

A Level or equivalent

Honours degree (desirable)

Job description

The Role

The post-holder will play an active role in coordinating routine administrative activities within their respective team and will contribute to the regular review of procedures, processes and systems. The team leader will provide high level professional support to all stakeholders and will promote the sharing of good practice within the Academic Registry and across the University.

The role may include line management, or coordination of the work of others, for which the post-holder will define the work required, monitor progress and provide feedback to staff under their supervision. The team leader role will coordinate and manage the thematic activity within teams in collaboration with senior, equivalent and junior level colleagues as applicable. The role will bring focus and oversight to the operational delivery of different programmes of work within distinct teams and will also identify opportunities for cross-dissemination of good practice amongst colleagues in other teams.

The Academic Registry Team Leader will take responsibility for managing operational processes, leading a team and or managing projects and work-streams relating to their area. The key functions/specific duties for Faculty Student Education Administration are set out below:

Faculty Student Education Administration - managing, supporting and administrating academic services across the entire student lifecycle and across all different student cohorts, including:

• Managing, supporting and administrating student attendance and engagement processes
• Contributing to the administration of student induction, progression, satisfaction and examination processes,
• Managing viva organisation in collaboration with other registry teams, academic departments and Student Services outside registry.
• Supporting and overseeing the administration of student placements,
• Managing and supporting delivery of the extension process and contributing to work led by others, such as Special Circumstances and UAP panel support.
• Managing and supporting provision of academic services to PGR students
• Managing aspects of the module approval and review process
• Ensuring the completeness of student records in collaboration with colleagues in the Student Education Administration team

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.

People Management

• Line management of staff to include setting objectives, organising and delegating work to team members as appropriate and fostering a positive working culture.
• Provision of support for personal and professional development, staff induction, inputting into probationary agreements and performing Effective Contribute Scheme reviews for relevant staff.
• Coordination of the work of others in accordance with the allocation of duties by the line manager which will include delegating work, monitoring and evaluating progress towards achieving objectives.

Committees, Processes and Event Management

• Coordinating arrangements for and servicing committees (which may include Examination Boards) and/or working groups/meetings.
• Participation in relevant committees, groups and networks as an active member to contribute towards achievement of shared goals.
• Drafting and updating of reports and documents, for example, departmental handbooks and operational guidelines, ensuring contents are clearly and consistently formulated and presented.
• Implementing, monitoring and maintaining appropriate administrative processes to ensure the accuracy, timeliness and quality of data in order to fulfil the University’s statutory obligations.
• Ensuring appropriate arrangements are in place at a local level for a range of events and activities which may include, but is not limited to, student registration and induction, Open and Applicant Visiting Days, site visits, panel hearings and student placements; this will involve working closely with a range of academic and professional service departments across the University and, on occasion, external individuals/organisations as necessary;

Presentations, Research and project management

• Contributing to the design and development of presentations, briefings and/or training to staff, applicants and students as appropriate and, on occasion, delivering these sessions.
• Interpreting and conveying the detail of relevant guidelines to others as required, for example in relation to University regulations or quality assurance procedures, which will involve conveying procedural and technical information of some complexity.
• Managing small projects across the University.
• Undertaking regular problem solving in order to resolve issues effectively.
• Undertaking research and analysis of routine data or information using established procedures, to inform working practices, for example, researching a specific problem online in order to monitor trends and developments relating to a topical issue.

Networking, Stakeholder management

• Working to improve and adapt, where appropriate, service standards to meet stakeholder requirements and the need for increased efficiency.
• 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 with other peers to develop a consistent and joined-up professional offering, driving a culture of working together to form effective working relationships and partnerships both internally and externally to the Academic Registry.
• Work closely with Academic Leads to communicate and consult on faculty, registry and / or student issues; to ensure that concerns and good practice are shared in the development of policies and procedures and in implementation.

General Duties and Responsibilities

• 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.
• Deputising for the line manager as appropriate.
• To be committed to your own development and that of your staff through the effective use of the University’s Effective Contribution Scheme.
• Undertake other duties as assigned by your line manager, commensurate with the role's grade.
• Engage in university-level projects and initiatives as directed, and undertake any additional duties commensurate with the role, as assigned by the line manager.
• Engage in university-level projects and initiatives as directed, and undertake any additional duties commensurate with the role, as assigned by the line manager.
• Demonstrate flexibility by supporting colleagues during periods of high demand, including attendance at key university events such as open days and graduation ceremonies 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.
• To 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 professional experience within a higher education environment.
2. Demonstrable level of knowledge and direct experience of the delivery of academic administration, within a Higher Education environment or similar, in one or more of the designated Academic Registry specialisms at a level commensurate with the grade.
3. Understanding of the current HE landscape, including an appropriate level of knowledge of relevant regulatory, statutory or legislative requirements.
4. Experience of supervising staff on a dayto-day basis and of managing the workloads of others.
5. Knowledge and experience of working within approved guidelines, reviewing practice and identifying improvements.
6. Ability to work on own initiative and to perform as an effective member of a team.
7. The ability to use IT to perform a range of administrative tasks including experience of using databases to a level commensurate with the specialism.
8. The ability to interpret complex regulations, policies and procedures and apply them appropriately.
9. The ability to provide clear and appropriate advice and explanations and the judgment to know when to escalate issues to the line manager.
10. A professional approach to anticipating and resolving problems, working to tight deadlines with accuracy and attention to detail.
11. Strong interpersonal skills, including the ability to demonstrate good judgement, as well as to establish and nurture relationships.
12. Evidence of effective organisational skills.
13. A high level of oral and written communication skills.
14. A demonstrable interest in continuing professional development.
15. 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.
16. Oral (spoken) and Written Welsh Level C1.

Desirable

1. An honours degree.
2. Project management experience;
3. Experience of using AStRA;
4. Previous experience of line management
5. 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 meet the 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