Registry and Admissions Manager

Central School of Ballet; Greater London; On-site; GBP 40,000 - 50,000; Full time

Job summary

An established industry player seeks a dedicated Registry and Admissions Manager to oversee the operational and administrative functions of its higher education programs. This role involves managing admissions processes, ensuring compliance with visa regulations, and providing support to students. The ideal candidate will possess excellent communication and organizational skills, along with a strong understanding of the higher education landscape. Join this dynamic team and make a significant impact on the educational journey of aspiring artists in the performing arts sector.

Qualifications

• Educated to degree level or equivalent.
• Two years’ experience in a senior administrative post.

Responsibilities

• Oversee admissions processes for higher education courses.
• Manage student visa applications and compliance.
• Provide operational oversight of higher education courses.

Skills

Communication Skills

Administrative Skills

Interpersonal Skills

Organizational Skills

Problem Solving

Knowledge of UKVI Requirements

IT Skills (MS Word, Excel)

Education

Degree Level Education

Tools

Student Finance System

HE Services Portal

Job description

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Join to apply for the Registry and Admissions Manager role at Central School of Ballet

To oversee the operational and administrative running of Central’s Higher Education degree programmes (FD, BA and MA), with a focus on admissions and registry.

Key Accountabilities

Admissions

• To oversee and manage Central’s admissions processes; including open days, applications, auditions and interviews into the higher education courses, including undergraduate and postgraduate courses
• In liaison with the Marketing and Social Media Officer, prepare and organise key documentation and schedules ahead of applications opening
• Assisting Director of Higher Education and Director of Operations and Finances to update policies and practices relating to the school’s admissions process
• Key contact for all applications and enquiries, supported by Registry and Admissions Administrative Assistant
• To assist Head of Widening Participation and Access in ensuring admissions procedures are available to call and to support the implementation of the Contextual Admissions framework and Assisted Application Scheme
• To assist Head of Studies to ensure applicants’ meet entry and progression requirements
• With the Artistic Director’s lead to create and distribute offer letters to successful applicants and communicate audition outcomes to unsuccessful applicants
• Liaising with Director of Operations and Finance, assess applicants’ tuition fee status and liability
• To assist the Finance Department in ensuring that students are promptly and accurately invoiced for tuition and other fees, and ensure that timely action is taken to follow up on outstanding amounts, with sole responsibility for liaison with Student Finance
• Provide regular admissions updates to Executive and Senior Management teams

UK Visa and Immigration

• Liaising with the Marketing and Social Media Officer, to provide up to date information and guidance regarding the Student Visa to applicants, referring to the government website
• To assist and support international students with their visa applications
• To ensure international students have met the requirements of the Student Visa and the course, including but not limited to, the required level of English language
• Collate and ensure student records are updated with relevant documentation and evidence of their Student Visa including but not limited to; passport, assigned CAS, evidence of travel, visa/vignette/eVisas
• Create and assign Confirmation and Acceptance of Studies (CAS) for relevant international students
• Support the Director of Operations and Finance to ensure ongoing compliance with UKVI (UK Visas and Immigration) regulations and requirements to ensure retention of the School’s Student Visa Sponsor status
• To ensure all students with a Student Visa successfully complete the school’s Student Visa Induction, Enrolment and Registration process
• Ensure any changes in circumstances are reported timely and accurately to UKVI, in line with the Student Visa Sponsor guidance Job Description Registry and Admissions Manager Central School of Ballet
• To oversee all students’ enrolment with Central School of Ballet and the University of Kent, assisted by the Registry and Admissions Administrative Assistant
• Create and update relevant information and documentation including but not limited to; data registration form, enrolment form, uniform list, AXA paperwork
• Liaising with Registry and Admissions Administrative Assistant, ensure enrolment documents are stored accurately and securely within student files, in line with Data Protection regulations
• To support the administration of student course entry requirements
• To administer and monitor the student private health insurance scheme and ensure that changes to insured persons are monitored effectively and on a timely basis
• Participate in planning and delivery for all orientation and transition activities for new and returning students, including successfully completing the enrolment process

Operational oversight of Higher Education Courses

• To agree the contractual hours of the contracted pianists in liaison with the Director of Finance & Operations and Artistic Coordinator
• Oversee and manage the school’s Attendance Monitoring process, supporting the Registry and Admissions Administrative Assistant to ensure accurate and detailed attendance data is recorded for all students
• To ensure any attendance monitoring which has an impact on UKVI visa conditions is reported to the Director of Finance and Operations
• Support the administration of the Attendance and Engagement Monitoring meetings, ensuring staff have necessary and relevant information and collating action points following meetings
• To ensure effective communication with the Senior Management Team and other staff in all day-to-day matters relating to higher education courses
• To provide operational line management to the Registry and Admissions Administrative Assistant, contracted pianists, freelance musicians and Central’s English as a Foreign Language (EFL) tutor
• To minute other meetings/interviews as requested
• To be a point of contact for Higher Education Student Policies, and to provide administrative support when a student policy and procedure is created, amended or implemented, ensuring the updated Student Policies are made accessible to the right audiences
• To provide administrative course support related to assessment, liaising closely with the Head of Studies
• Manage administration and communication related to any changes in student status e.g intermitting or withdrawals
• Keep accurate and up to date records of student status and their key characteristics

Data

• To administer Central’s Student Finance system and ensure the accurate processing of student attendance and registration through the HE Services Portal and Bursaries Administration Service to ensure the timely release of tuition fee instalments from SLC/SAAS
• To assist the Data Manager with the collation of student data and registration records to comply with the school’s reporting requirements to the Office for Students (OfS) and University of Kent
• To ensure the accurate recording of appropriate student data and assist the Data Manager and Director of Finance & Operations to comply with the school’s reporting requirements for HESES, HESA, Graduate Outcomes and other returns
• Liaising with the Director of Higher Education to manage and coordinate the promotion and completion of a range of surveys such as The National Student Survey (NSS) and the Graduate Destinations survey

Student Support

• To advise and arrange support for students as appropriate/directed in liaison with the Student Support staff on pastoral and welfare matters, e.g. accommodation, GP, registration, financial support or bursaries
• To administer Central’s student financial support/bursaries/fee waivers and maintain appropriate control systems and attend bursary panel meetings Job Description Registry and Admissions Manager Central School of Ballet

Quality Assurance

• Administrative support and input for Quality Assurance (APEL, Registration, withdrawals)

Alumni relations

• To liaise with the University of Kent and graduates over the Graduation Ceremony
• To maintain contact with alumni gathering regular updates on their careers post-graduation. To support wider alumni engagement and events

Other

• To undertake other administrative tasks as required

General

• To support Central School of Ballet’s commitment to addressing the barriers and inequality that some individuals and communities in our society face
• To adhere to School policies, procedures and guidelines
• To adhere to School policies, procedures and guidelines
• To assist, support and attend events/performances when necessary and as requested
• To contribute to the operating values and ethos of the School as determined in its mission statement
• To exercise discretion/confidentiality on student, business, personnel and financial matters both internally and externally, particularly with regard to the press/media and potential competitors

Person Specification

• Educated to degree level or equivalent
• Excellent communication and interpersonal skills
• Excellent administrative skills and experience, preferably two years’ experience in a senior administrative post with some management experience.
• Knowledge of sources of student finance
• Excellent IT skills – MSWord, Excel, Forms and other software and programmes
• Ability to effectively manage workload
• Ability to problem solve
• Excellent organisational skills
• Numerate • Good written and spoken English
• Thorough and conscientious
• Awareness of current policy and issues within the sector
• A commitment to working to the principles of equity, diversity and inclusion
• Experience gained within a school or higher education environment
• Widening Access and Participation experience
• Knowledge of dance/ballet/performing arts •
• Knowledge of UKVI Student Visa requirements and processes

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Education and Training

• Industries

  Performing Arts

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