Job title: Registry, Data and Compliance Officer
Location: On-Site, Stratford, London, UK
Salary: £31,500 - £38,000 Per Annum
Employment Type: Full Time
Working Schedule: 9am to 5pm, Monday to Friday
Reporting to: Registry, Data and Compliance Manager
Application Instructions
***Please submit one consolidated document containing your CV and cover letter, clearly outlining how you meet the requirements of the role***
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 job are:
- 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)
- Ensure [NH1.1] 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 within 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 [NH2.1] 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)
- Ensure [NH3.1] 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.
Qualification & Personal Specification Requirements
Essential (E), Desirable(D)
Qualification:
- Undergraduate degree (E)
- Postgraduate degree(D)
Experience:
- Experience working in similar administrative roles. (E)
- Experience of working in student academic administration in a Higher Education setting. (D)
- Understanding of and experience in using higher education Student Record Systems (SRS). (E)
- Experience in analysis, interpretation and reporting of data. (E)
- Understanding of HESA’s student data collection requirements. (D)
- Understanding of OfS conditions of registrations. (D)
- Understanding of OfS conditions relating Student Outcomes. (E)
- Experience of activities which enhance the student experience. (D)
- Experience of working in teams. (E)
- Experience of evaluation of the impact of initiatives (e.g. Of policy, training and/or staff development initiatives). (D)
- Experience of delivering training. (D)
- Computer literacy beyond basic MS products. (E)
- Ability and experience of module mapping activities for progressing students in line with relevant academic regulations. (E)
- Ability to engage, influence and work positively with a wide range of people. (E)
- Ability to work independently and work collaboratively. (E)
- Display excellent organisational skills and the ability to effectively prioritise tasks. (E)
- Ability to manage change and adapt to a dynamic environment. (E)
- Ability to solve problems and provide solutions. (E)
- Ability to work collaboratively across departments. (E)
Benefits
- Annual leave (7.2 weeks)
- Workplace pension scheme.
- Company Sick Pay.
- Statutory maternity and paternity 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)
- Specialist menopause support, including online CBT (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)
- Career development and training opportunities.
- Training and self-development opportunities.