Deputy Registrar

Scholars School System; Birmingham; On-site; GBP 40,000 - 50,000; Full time

Job summary

A leading education provider in the UK is seeking a Deputy Registrar based in Birmingham to oversee academic operations, ensuring the integrity of student records and adherence to regulatory compliance. The role involves collaboration within departments, process improvement, and leadership responsibilities to enhance the student experience.

Benefits

Annual Increment of 3% on service anniversary

Incentives up to £5,000 based on KPI achievement

Qualifications

• Experience in a university environment (7–10 years) with a Level 7 qualification.
• Proven event management experience, including graduation ceremonies.
• Experience managing teams involved in exams and assessments.

Responsibilities

• Oversee departmental processes and daily operations.
• Support Registrar in managing assessments and graduation cycles.
• Coordinate schedules and ensure compliance with academic policies.

Skills

Leadership

Problem Solving

Communication

Organizational Skills

Education

BSc or MA/MSc/MPhil in related field

Level 5 qualification in leadership/management

Tools

Office 365

eVision

Power BI

CRM systems

Job description

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Scholars School System is a project of UK CURRICULUM & ACCREDITATION BODY (UKCAB, a registered charity founded in 2006) having campuses across the United Kingdom, is looking for a Retention Officer based in the Bradford campus.

Scholars School System is a national independent higher education provider, offering world class education. Taught programmes, ranging from Foundation Year through to Level 7, delivered in partnership with institutions such as Leeds Trinity University. Over 5000 (UK and EU) learners have successfully completed their learning journey in the last five years with the current student population is over 3000.

Our core values are very important because

1. We share a common set of values across everything we do which helps to define who we are and how we behave.

2. We put our students and our community at the heart of all that we do.

3. We foster excellence, innovation and creativity.

4. We celebrate diversity, inclusion, equality and the breaking down of barriers to success.

5. We have high expectations of ourselves, our students and our partners.

Purpose:

The Deputy Registrar serves as a vital administrative leader, ensuring the seamless operation of key academic functions, including Assessments & Examinations, Records Management, Data Planning & Sharing, Award Distribution, and Graduation processes. This role safeguards the integrity of student academic records throughout their educational journey, implements efficient assessment systems, and establishes robust protocols for secure data handling and responsible information sharing across departments.

The Deputy Registrar verifies and processes academic awards and oversees the entire graduation cycle—from application to degree conferral. Through effective team leadership, this role fosters a collaborative work environment focused on quality service delivery and continuous improvement.

Strong interdepartmental collaboration is essential, with regular coordination across Teaching and Learning, Student Support & Experience, Marketing & IT, Placements & Alumni, and other administrative units to align processes, resolve complex issues, and implement institution-wide initiatives. By managing these interconnected responsibilities, the Deputy Registrar upholds academic standards, ensures regulatory compliance, and supports student progression—while providing essential assistance to the Registrar in maintaining the official academic records of the institution.

Principal Duties and Responsibilities:

• Support the Registrar in overseeing departmental processes and ensuring smooth daily operations.
• Supervise and delegate tasks to staff members, ensuring efficiency and adherence to deadlines.
• Implement and enforce institutional policies and procedures, ensuring compliance with internal and external regulations.
• Continuously review and improve departmental processes and procedures for enhanced efficiency.
• Provide training, support, and regular performance feedback to staff members.
• Address student queries and contribute to the resolution of issues related to assessments, records, data sharing, awards, and graduation.
• Coordinate the scheduling, organisation, and delivery of examinations and assessments across campuses.
• Ensure the accuracy and confidentiality of materials distributed across various locations.
• Act as the primary point of contact for students and staff regarding assessments, records, data planning, awards, and graduation.
• Monitor the quality and integrity of examinations and assessments, including moderation processes.
• Ensure all grades and moderation records are stored accurately and securely.
• Identify areas for improvement and implement effective corrective actions.
• Conduct regular quality assurance checks to ensure data accessibility, accuracy, confidentiality, and integrity throughout the student lifecycle—from admission to graduation.
• Perform data entry tasks, including those related to timetables and grades.
• Securely share data with authorised internal stakeholders in line with data privacy protocols.
• Provide relevant data to authorised external stakeholders while upholding confidentiality regulations.
• Ensure compliance with institutional policies and regulations relating to academic misconduct (AMC), mitigation, complaints, and other related matters.
• Plan and organise graduation ceremonies and related events.
• Undertake any additional duties as assigned by the Registrar.

Role Requirements:

• BSc or MA/MSc/MPhil in a field related to statistical data and/or higher education.
• Leadership or management-related Level 5 qualification (e.g., CMI or ILM).
• Significant experience (7–10 years with a Level 7 qualification or 11+ years with a Level 6 qualification) in a university environment.
• Proven experience in event management, including graduation ceremonies.
• Proficient in using Office 365, eVision, Power BI, and CRM systems.
• Demonstrated experience in enhancing systems and processes.
• Strong proficiency in registration systems and student information databases.
• Expertise in document management and filing systems.
• Strong leadership and problem-solving abilities.
• Experience managing teams involved in exams and assessments.
• Excellent written and verbal communication skills.
• Thorough understanding of HE policies, procedures, and OfS requirements.
• Ability to motivate and develop team members.
• Excellent organisational skills with the ability to prioritise tasks and meet tight deadlines.
• Capacity to work under pressure and adapt to changing demands.
• Ability to communicate complex data clearly and appropriately to diverse audiences.
• Incentives: Up to £5,000 annual incentive, pro-rata and paid quarterly upon meeting KPIs (post successful probation)
• Annual Increment: 3% salary increase each year on service anniversary date, subject to KPI achievement

Job Type:

• Full-time, On-site

Job Type: Full-time

Pay: £40,000.00-£50,000.00 per year

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other

• Industries

  Higher Education

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