Registry, Data and Compliance Officer

William College; Leeds; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

Annual leave

Sick pay

Employee assistance programme

Virtual GP access

Speak Up service

Wellbeing support

Job summary

William College seeks a Registry, Data and Compliance Officer to support the Registry Department in administering student records and data governance. You will liaise with the lead provider to ensure accurate recording of student records and ensure compliance with internal and external regulations.

The role requires maintaining data quality across the student lifecycle, providing guidance to staff, and contributing to policy reviews in line with OfS/HESA requirements.

Qualifications

• Experience in an administrative role within higher education.
• Familiarity with Student Record Systems (SRS) and data quality.
• Experience with data analysis, reporting and compliance with OfS/HESA.
• Ability to work in a team and deliver training.

Responsibilities

• Maintain the student register and accurate records.
• Coordinate data with the lead provider and align SRS with their system.
• Deliver a high-quality service to students from enrolment to graduation.
• Ensure data quality across the student lifecycle and support submission to HESA.
• Support development and implementation of academic administration processes.
• Keep up-to-date with policy changes affecting students (e.g., disability, consumer law, HESA).
• Provide guidance to staff on internal/external regulations and procedures.

Skills

Admin experience

SRS familiarity

Data analysis

OfS knowledge

Teamwork

MS Office

Module mapping

HigherEd admin

HESA understanding

OfS registration

Student experience initiatives

Training delivery

Tools

Microsoft Office

Job description

Job Title: Registry, Data and Compliance Officer

Hours of Work: 9:00 AM–5:00 PM, Monday to Friday (Full-time)

Reporting to: Registry, Data and Compliance Manager

Main Purpose of the Role

To support the department manager/head in achieving the institutional strategy for Registry by undertaking the administration of registry functions.

Core Responsibilities

The main tasks of the role include:

• Maintain the student register through accurate administration of the student records
• To liaise regularly with the lead provider in ensure accurate recording of student records and alignment of William College Student Record System (SRS) with that o the lead provider.
• Make an active contribution to student learning and success.
• Deliver a high-quality service for all students throughout the student lifecycle from the point of enrolment to graduation.
• Coordinate and monitor the day-to-day operational processes ensuring compliance with all internal and external regulations, policies and procedures.
• Ensure improvements in data quality throughout the student life cycle from the point of enrolment, and work with the Data Controller to ensure the collection of all relevant student data as required for submission to HESA and other external stakeholders, where applicable.
• Ensure own understanding and updating of the various academic administration processes and the institution’s course provision.
• Keep up-to-date with policy and legislative changes affecting students, such as disability legislation, consumer legislation, HESA policy and procedures, and national and international educational developments.
• Contribute to a review and updating of academic administration policies and procedures to ensure they meet institutional, legislative and regulatory requirements (including disability and consumer protection legislation) and contribute to their dissemination and implementation throughout the institution.
• Ensure correspondence with students is appropriate and timely.
• Ensure compliance with the institution’s regulations, policies and procedures including the Equality, Diversity and Inclusion Policy.
• Ensure the timely and accurate updating of information within internal and external databases for each stage of the student lifecycle.
• Provide first-line advice and guidance on academic administration, as required by the Registry, Data and Compliance Manager.
• Provide advice, guidance, assistance and training to staff with regard to internal and external regulations, policies and procedures which relate to academic administration, as required by the Registry, Data and Compliance Manager.
• Contribute to and provide presentations to students, staff and academic partners (lead provider), as required by the Registry, Data and Compliance Manager.
• Ensure all communications with students and colleagues are in line with William College Guidelines.
• Contribute to strategic and operational planning within the Registry Department.
• Attend Staff Meetings and Staff Development sessions.
• Attend training for the use of any new software solutions and use such software solutions effectively and competently.
• To contribute to the development and implementation of any new software solutions.
• Establish and maintain links with colleagues at other higher education institutions, including the lead provider(s).
• Represent the institution at relevant external meetings, events and conferences, as deemed appropriate by the Registry, Data and Compliance Manager, establishing and maintaining networks and contacts.
• Carry out duties and responsibilities at all times with due regard to relevant regulations, policies and procedures, including those relating to health and safety.
• In addition to the above tasks, to undertake any other relevant tasks as directed by the Line Manager (or nominee).

By categories:

Records, Systems and Data Management

• Maintain the student register through accurate administration of the student records. (1)
• Liaise regularly with the lead provider to ensure accurate recording of student records and alignment of William College Student Record System (SRS) with that of the lead provider. (2)
• Contribute to improvements in data quality throughout the student life cycle from the point of enrolment. (6)
• Work with the Data Controller to ensure the collection of all relevant student data as required for submission to HESA and other external stakeholders, where applicable. (6)
• Ensure the timely and accurate updating of information in internal and external databases for each stage of the student lifecycle. (12)
• Contribute to the development and implementation of any new software solutions. (20)

Student Services and External Relations

• Make an active contribution to student learning and success. (3)
• Deliver a high-quality service for all students throughout the student lifecycle from the point of enrolment to graduation. (4)
• Ensure correspondence with students is appropriate and timely. (10)
• Provide first-line advice and guidance on academic administration, as required by the Registry, Data and Compliance Manager. (13)
• Establish and maintain links with colleagues at other higher education institutions, including the lead provider(s). (21)
• Represent the institution at relevant external meetings, events, and conferences to establish and maintain networks. (22)

Compliance, Policy and Quality Assurance

• Coordinate and monitor day-to-day operational processes ensuring compliance with all internal and external regulations, policies, and procedures. (5)
• Keep up-to-date with policy and legislative changes affecting students (e.g., disability legislation, consumer legislation, HESA policy). (8)
• Contribute to a review and updating of academic administration policies and procedures. (9)
• Support the Registry, Data and Compliance Manager with compliance with the institution's regulations, policies, and procedures including the Equality, Diversity, and Inclusion Policy. (11)
• Ensure all communications with students and colleagues are in line with William College Guidelines. (16)
• Carry out duties and responsibilities at all times with due regard to relevant regulations, policies, and procedures, including health and safety. (23)

Staff Support, Planning and Internal Collaboration

• Provide advice, guidance, assistance, and training to staff regarding internal and external regulations, policies, and procedures. (14)
• Contribute to and provide presentations to students, staff, and academic partners (lead provider). (15)
• Contribute to strategic and operational planning within the Registry Department. (17)
• Attend Staff Meetings and Staff Development sessions. (18)

Professional Development and General Duties

• Ensure own understanding and updating of the various academic administration processes and the institution’s course provision. (7)
• Attend training for the use of any new software solutions and use such software solutions effectively and competently. (19)
• Undertake any other relevant tasks as directed by the Line Manager (or nominee). (24)

The above is not an exhaustive list of tasks as the role may change to meet the College's overall objectives. These tasks are subject to amendment over time as priorities and requirements evolve and as such the job description may be amended at any time by the line manager following discussion with the post holder.

Qualifications and Personal Specification

Essential (E), Desirable(D)

Qualifications:

• Experience working in a similar administrative role.
• Understanding of and experience using higher education Student Record Systems (SRS).
• Experience in data analysis, interpretation and reporting.
• Understanding of OfS conditions relating to student outcomes.
• Experience working effectively as part of a team.
• Computer literacy beyond basic Microsoft Office applications.
• Ability and experience in module mapping to support student progression in line with relevant academic regulations.
• Experience in student academic administration within a higher education setting.
• Understanding of HESA student data collection requirements.
• Understanding of OfS conditions of registration.
• Experience of activities that enhance the student experience.
• Experience evaluating the impact of initiatives, including policies, training and staff development.
• Experience delivering training.

Experience:

Candidates should demonstrate:

• The ability to engage, influence and work positively with a wide range of people.
• The ability to work independently and collaboratively.
• Excellent organisational skills and the ability to prioritise tasks effectively.
• The ability to manage change and adapt to a dynamic environment.
• Strong problem-solving skills and the ability to identify practical solutions.
• The ability to collaborate effectively across departments.
• Annual leave (7.2 weeks)
• Company Sick Pay
• Employee Assistance Programme (HA Wisdom Wellbeing)
• Virtual GP access (Livi)
• 'Speak Up Service' - confidential support service to report any workplace concerns
• Specialist physical and mental wellbeing support services with 24/7 confidential counselling support (Wisdom)
• Financial, legal and medical advice services provided (Wisdom)
• Life & Leadership coaching (Wisdom)
• Financial coaching (MUNNY)
• Discounts and perks, offering savings on shopping, activities and more ( Bright Exchange)
• Self development and Self taught trainings.