Company: Victoria College of Arts and Design
Job Title: Registry Officer
Employment Type: Full Time
Department: Registry
Responsible to: Head of Registry and Partnerships
Location: Onsite, London – Canary Wharf and / or London Borough
Salary Range: £30k – £35k per annum (dependent upon experience)
Woking Hours: 9am – 5pm, Monday-Friday (Work at weekends and outside of normal office hours will be required occasionally. Travel may be required.)
How to apply
Please submit a single consolidated file containing your CV and a cover letter detailing how you meet the requirements of the role.
About us
Victoria College of Arts and Design (VCAD) provides higher education teaching and learning in the arts, design, creative industries and business fields. Our goal is to guide and support our students on their journey to becoming successful individuals and citizens. We strive to offer the best services and resources available to ensure that our students are well-prepared for graduate-level employment within the creative industries or any other aspect of the world of work. From enrolment to graduation, we are dedicated to nurturing our students’ growth, fostering their creative and critical skills and equipping them with the confidence and abilities needed to excel in a professional environment. Whether through the dedication of our lecturers and support staff, our outstanding facilities, or our network of industry connections, VCAD is committed to helping and mentoring our students so that they achieve their personal goals and build themselves sustainable and fulfilling careers.
Overview
The Registry department is responsible for the efficient delivery and management of the student personal and academic record from enrolment through to award, the delivery of assessments, transcripts, student disciplinary processes, student appeals, statutory reporting, and interacting with a wide variety of stakeholders to provide advice and guidance on academic regulations. We are a growing team committed to continuous improvement of processes and systems to enhance the student experience.
We are currently seeking two Registry Officer to provide high-quality administrative support across the Registry functions. The role will support a wide range of administrative duties pertinent to all stages of the student journey from enrolment through to graduation. These duties will include, but not limited to; enrolment, student record management, assessments, processing of student change in circumstances (programme transfers, break in studies, withdrawals), student attendance monitoring, student course selections, letters & transcripts, academic misconduct, appeals and extenuating circumstances.
Key Responsibilities
- Provide administrative support for a range of student record administration duties across the full academic cycle ensuring systems are maintained and updated, including but not limited to; creating and maintenance of individual student records, inputting student data, generating reports for Boards and inputting assessment marks.
- When required provide administrative support for assessments including but not limited to; checking assessment set up on Student Record System and exam papers, inputting and release of marks to students and staff and preparation of assessment data for Exam Boards.
- To support the operational activities which underpin the student lifecycle, utilising systems and databases – e.g. student records systems.
- To advise to the Academic Team on the use of the Virtual Learning Environments – accordingly, and in accordance with best practice, ensuring consistency of data and identifying and resolving issues.
- Provide administrative support for student change in studies forms such as programme transfers, break in studies and withdrawals; updating the student record system to reflect these changes in an accurate and timely manner.
- When required, provide administrative support for attendance monitoring, ensuring data is accurate and reports submitted to relevant teams such as Visa Compliance within set deadlines.
- Support the planning and administration of enrolment and induction week activities.
- Produce documentation such as student letters, transcripts, certificates of attendance, confirmation of degree documentation for students.
- Support the Senior Registry Officer with the student course selection process and other programme administration tasks, updating student records accordingly and communicating to relevant teams e.g. assessments and learning resources.
- Undertake committee servicing responsibilities for meetings as appropriate, including production of agendas, secure collation and distribution of papers and formal minute writing.
- Provide administrative support for the wider Registry team during peak periods to ensure all tasks are carried out and deadlines met.
- Respond to enquiries made through the Registry mailboxes and telephone ensuring that they are fully responded to in a timely, clear and empathetic manner, investigating where necessary to resolve issues that may arise.
- Understand, comply and advise staff and students on Registry processes, policies and systems; and proactively contribute to the continuous improvement of these.
- Any other duties commensurate with the level of responsibility of this post, for which the post holder has the necessary experience and/or training and as instructed by the College.
Qualifications & Experience (Essential(E) Desirable(D))
- Good A-Level qualifications (E)
- Bachelor’s degree (D)
- Experience of working in an administration role with the education sector, preferably Higher Education. (E)
- Proven ability of effective problem solving and decision-making. (E)
- Experience of using data management systems. (E)
- Demonstrable experience of providing a responsive, customer-focused service – via telephone, email and face-to-face. (E)
- Understanding of GDPR, Equality Act and other legislation relevant to education. (E)
- Experience of working in a fast paced and rapidly developing organisation. (E)
- Proven communication and interpersonal skills with the ability to interact and build good working relationships with a diverse range of stakeholders. (E)
- High level of numeracy, written and verbal skills (E)
- Able to work with a high level of accuracy, confidentiality and attention to detail (E)
- Well-organised and able to prioritise a varied workload. (E)
- Ability to exercise sound judgement to deal and resolve problems independently, seeking advice where appropriate. (E)
- Ability to work as part of a team to deliver services and projects. (E)
- Excellent IT skills, using Word, Excel, email, Internet and databases (E)
- Flexibility and a capacity to adapt to the changing demands of the job. (E)
- Ability to occasionally work extended hours or weekends and to travel (E)
- Knowledge and understanding of core academic and administrative functions in higher education. (D)
Benefits
- Annual leave (7.2 weeks)
- Workplace pension scheme.
- Company Sick Policy.
- Statutory maternity/paternity pays.
- Career development opportunities
- Training and self-development opportunities.
- Gym membership discounts
- Retail discount schemes
- Cinema discounts
- Grocery discounts
- Cycle to work
- Investing and savings opportunities
- Financial wellbeing – personal debt advise.
- Financial wellbeing education
- My Mind Pal (mental fitness)
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