Faculty/Administrative/Service Department: / Registrar’s Division – Faculty Registries
Job Title: / Assistant Faculty Registrar (Programme Management)
Job Family & Job Level / Professional Services / Level 4
Responsible to: / Faculty Registrar
Responsible for: / Senior Faculty Administrator
Faculty Administrators
Job Purpose Statement
The post holder will be the lead person within a specialist team in a designated area of academic administration* which may range in depth, breadth and levels of complexity.
Holders of these posts will report to the Faculty Registrar and will be responsible for providing an efficient and professional service within the area of their expertise. He or she will either manage or supervise staff, with delegated authority, in the planning and execution of the work of a team.
Post holders will be expected to exercise initiative and judgement in performing their duties and will have a degree of independent responsibility for all or part of a specialist process or processes.
*academic administration includes recruitment/conversion/admissions, student and programme management, assessment, awards & timetabling and quality assurance.
Problem Solving, Accountability and Dimensions of the role
The post holder will be expected to work within the guidance provided by the Faculty Registrar. The post requires a confident, self motivated person with initiative and drive who will be expected to identify the nature of problems/issues through analysis and will then be expected to resolve them with limited guidance. More complex issues may be escalated to the Faculty Registrar. The post holder will have the latitude within their daily/weekly work routine to organise and prioritise their work priorities and those of the team, without supervisory approval, as long as key deadlines and objectives are met.
The post holder must prioritise their own workload in line with Faculty and Registrar’s Division requirements by adjusting to meet deadlines and respond to changing circumstances. This includes successfully managing conflicting demands, having an awareness of the options available in dealing with issues and the ability to make effective decisions, referring to the Faculty Registrar when appropriate. The post holder is expected to identify and implement improvements to the efficient running of the team under the guidance of the Faculty Registrar by ensuring that individual contributions are maximised.
The post holder will be expected to maintain and adhere to quality standards as per University policy supporting both internal and external enquiries, and the collation and recording of all relevant information.
Within the scope of the role the post holder will be presented with a variety of situations, administrative or customer focused in nature, where the most appropriate course of action(s) will be a matter of choice, influenced by prior exposure or experience. More complex problems may be referred to the Faculty Registrar for resolution.
In the absence of Faculty Registrar the Assistant Faculty Registrar may be expected to deputise on occasions and will be expected to take an active role in promoting a positive attitude within the work place.
Background Information/Relationships
The Faculty Registries form part of the Registrar’s Divison which also includes: Academic Registry, Careers Service, Student Support Services and the Dean of Students’ Office.
The post holder can expect to have dealings with Faculty-wide staff, other staff within the Registrar’s Divison, and relevant external bodies. There will be line management responsibilities within this role.
This job purpose reflects the core activities of the post. As the Faculty/Registrar’s Division develops there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that the post-holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where necessary.
Should significant changes to the job purpose become necessary, the post holder will be consulted and the changes reflected in a revised job purpose.
Person Specification This section describes the sum total of knowledge, experience & competence required by the post holder that is necessary for standard acceptable performance in carrying out this role.
Qualifications and Professional Memberships / Essential/
Desirable
Degree level or equivalent relevant work experience/qualifications / E
Technical Competencies (Experience and Knowledge) / Essential/
Desirable / Level
1-3
Broad and significant relevant experience / E / 1
Experience of planning and progressing work activities within general guidelines, using initiative and judgement without reference to others / E / 2
Thorough knowledge and understanding of the work practices, processes and procedures relevant to the role, which may include broader sector/commercial awareness / E / 3
Detailed operational knowledge of systems relevant to own field of work in terms of functionality and capability and/or detailed knowledge of own service area and products/services available. / E / 3
Working knowledge of the activities of other areas of the University relevant to Faculty/Registrar’s Division / E / 2
Experience of the Higher Education Sector / D / N/A
Financial training relevant to the management and control of budgets which can be demonstrated through knowledge / D / N/A
Special Requirements: / Essential/
Desirable / Level
1-3
Some weekend/evening work may be required as directed by the Faculty Registrar.
Annual Leave may be restricted at key times during the year. / N/A
Core Competencies / Level
1-3
Communication
Leadership / Management
Customer/Client service and support
Planning and Organising
Problem Solving and Decision Making Skills
Teamwork
Continuous Improvement
Adaptability / Flexibility
Influencing, Persuasion and Negotiation Skills
Creative and Analytical Thinking
Strategic Thinking / 3
2
3
2
2
2
2
2
2
1
1
Organisational Information
All staff are expected to:
Positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the University of Surrey Equal Opportunities Policy.Help maintain a safe working environment by:
· Attending training in Health and Safety requirements as necessary, both on appointment and as changes in duties and techniques demand.
· Following local codes of safe working practices and the University of Surrey Health and Safety Policy.
· Excellent environmental performance is a strategic objective for the University of Surrey. All staff are encouraged to work to achieve the aims of our Environmental Policy and promote awareness to colleagues and students.
· Undertake such other duties within the scope of the post as may be requested by your Manager.
Organisational Chart
Refer to annexKey Responsibilities
This document is not designed to be a list of all tasks undertaken but an outline of the main responsibilities and should be read in conjunction with the accompanying Job Purpose.
At any given time the post holder will be based within one of the administration teams within the Registrar's Division. The post holder will initially be working in the Faculty Programme Management Team.
The main responsibilities/activities will be as follows:
· Assist, and deputise for, the Faculty Registrar as directed.
· Lead, manage and coordinate specific projects as required.
· Lead and manage all activities relating to UG/PGT/PGR/other programme management within the Faculty Registry, ensuring a high quality and professional service is provided. This may include: student records, student/staff enquiries, modules, handbooks, validation, committees, UKBA requirements, bursaries, scholarships and funding, PTY/Placements, short courses/CPD administration, PSRB related administration, exchange student administration, Vivas.
· Responsible for the day to day management of a team of staff and the planning and execution of work to ensure delivery of Faculty objectives. Responsible for staff performance management, training and development, monitoring of attendance, authorisation of annual leave together with annual appraisals.
· Work proactively to agree and set priorities, deadlines and requirements in relation to agreed objectives.
· Manage the delivery of accurate student records in the student management system (SITS), and any other agreed supporting-systems.
· Provide relevant data/statistics to inform strategic planning/management and external partners as required.
· Develop efficient and effective processes and procedures in line with Registrar’s Division strategic objectives.
· Responsible for ensuring the accuracy of data/information on relevant web pages and the Virtual Learning Environment.
· Have an expert knowledge of University Regulations and Faculty/University policy in relevant areas, ensuring this is maintained within the team, and attend relevant Faculty Boards advising on current regulations.
As directed by the Faculty Registrar, work in other areas within the Registrar’s Division on either a temporary or permanent basis if necessary to meet the business needs.
N.B. The above list is not exhaustive.