Head of Student Registry

The University

At Durham University we are proud of our people. A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting - Durham is a university like no other.

We believe that inspiring our people to do outstanding things at Durham enables Durham people to do outstanding things professionally and personally.

Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.

We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here.

Find out more about the benefits of working at the University and what it is like to live and work in the Durham area on our Why Join Us? - Durham University

The Role and Department

Reporting to the Deputy Academic Registrar (Quality Assurance and Academic Services), the Head of Student Registry is responsible for ensuring the effective and efficient operation of student administrative processes from enrolment to confirmation of award, and leads a team of approximately 30 staff. In this role, you would lead Student Registry as we seek continuous improvement in both the effectiveness, efficiency and quality of processes, and in the service delivery which we provide to students, academic departments, and the wider University. You will work collaboratively with colleagues to review and enhance systems and processes to emulate sector best practice.

Student Registry includes the following functions and teams: student records, enrolment and registration, student data returns to statutory bodies, timetabling, exams and assessment, provision of student award and status documentation (including transcripts and parchments), student service advisers at the Student Advisers desk in the Palatine Centre, and providing student management information for internal and external purposes.

The Head of Student Registry is also responsible for the cross-directorate Student Information Systems team, which provides strategic leadership and oversight to the pan-University Student Lifecyle systems, ensuring those systems work effectively to deliver services and business processes within the Student and Academic Services Directorate, and across the University

Student Registry is part of the Student and Academic Services Directorate. The Directorate provides a professional administrative support service to staff, students and potential students of Durham University. The Academic Registrar is the head of the Directorate and is responsible to the Pro-Vice-Chancellor (Education) for its management. The following services fall under the remit of the Directorate:

• Academic Registrar's Office

• Academic Quality Service

• Student Immigration and Funding

• Student Recruitment and Admissions

• Student Registry

The Student and Academic Services Directorate (SASD) operate a hybrid working model with the opportunity to split working at home and in the office. Student Registry is based at the Palatine Centre in Durham City.

Further information about the role and the responsibilities is at the bottom of this job description.

Working at Durham

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits:

• 30 Days annual leave per year in addition to 8 public holidays and 4 customary days per year - a total of 42 days per year.
• The University closes between Christmas and New Year.
• We offer a generous pension scheme, as a new member of staff you will be automatically enrolled into this University Superannuation Scheme (USS).
• No matter how you travel to work, we have you covered. We have ample parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
• There is a genuine commitment to developing our colleagues professionally and personally. There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University. All staff have dedicated annual time to concentrate on their personal development opportunities.
• Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
• On site nursery is available plus access to holiday camps for children aged 5-16.
• Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
• The opportunity to take part in staff volunteering activities to make a difference in the local community
• Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions.
• A salary sacrifice scheme is also available to help you take advantage of tax savings on benefits.
• If you are moving to Durham, you may be eligible for help with removal costs and we have a dedicated team who can help you with the practicalities such as house hunting and schools. If you need a visa, we cover most visa costs and offer an interest free loan scheme to pay for dependant visas.

Discover more about our total rewards and benefits package here.

Durham University is committed to equality, diversity and inclusion

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work. As a University equality, diversity, and inclusion (EDI) are a key part of the University's Strategy and a central part of everything we do. We also live by our values and our Staff Code of Conduct. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It's important to us that all of our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities. If you have taken time out of your career, and you feel it relevant, let us know about it in your application. If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.
What you need to demonstrate when you apply/Person Specification

When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role. Further information about the role and responsibilities is at the end of this job description. Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered.

Your application should cover the following criteria:

Essential Criteria

Qualifications/Experience
1. Educated to degree level (or equivalent experience).
2. Professional practitioner with specialist knowledge and expertise to relating to the management of higher education student lifecycle business processes and strategy.*
3. Experience of providing specialist advice and guidance to a range of customers and colleagues, including more senior colleagues.*
4. Experience of participating in internal or external networks to share and discuss good practice, develop strong and productive working relationships and positively influence the University's reputation.
5. Experience of implementing policies and procedures and supporting service improvements particularly relating to student information systems and their associated business processes.*
6. Track record of cross-functional management and development experience applied across a large service team or teams.

Skills/Abilities/Knowledge
7. Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally

8. The ability to synthesise complex business processes and dataflows across a range of business systems.

9. Strong data analysis and problem-solving skills*
10. Strong digital competence across a range of digital devices and apps including digital communication tools, Microsoft 365 applications, business systems.
11. Committed to continuing professional development to maintain professional recognition.
12. Extensive knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines.
13. Ability to contribute to planning at operational and strategic levels.
14. Ability to solve problems and decide on and plan appropriate solutions.

Desirable Criteria

15. Familiarity with the Banner student records system

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. It will be at the discretion of the recruiting panel as to whether they will also consider any desirable criteria, but we would urge candidates to provide evidence for all criteria. Please don't forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.

Submitting your application

We prefer to receive applications online. We will update you about your application at various points throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to make sure you have not missed any of our updates.

What you need to submit

• A CV: and
• A supporting statement which details how you meet all of the criteria within the Person Specification.

Contact details

For a chat about the role or any further information please contact Andy Rennie andrew.rennie@durham.ac.uk.

Typical Role Requirements

Service Delivery/Development
• Show a commitment to equality, diversity and inclusion and the University's values.
• Oversee and manage professional and regulatory standards and policies relating to activities carried out by Student Registry.
• Use your leadership and management expertise to implement any significant changes in the optimal way, in collaboration with other senior managers and specialists.
• Lead on the development of new areas of work or activities including scoping, planning and implementing any changes to achieve efficient and effective systems and business processes to support the student experience.
• Look for innovative ways to continually improve the services provided to your stakeholders.
• Develop and implement new or improved policies, processes and standards.
• Use your professional knowledge and experience as a member of the senior SASD leadership team to resolve problems, shape business processes and activities, develop systems and to provide subject matter expertise and advice
• Support quality and regulatory audits to ensure that system and processes are operating in an optimal and compliant way.
• Meet the professional development needs of your stakeholders by ensuring that a programme of training and learning activities are deigned and delivered by your teams.
• Provide specialist insight that enables data driven decisions to be made about student-related business processes, services and systems.

Planning and Organisation
• Use your expertise to help develop strategic plans and business plans that cover a wide range of operational activities.
• Define what needs to be achieved so that other colleagues can scope, plan and implement large scale/University wide initiatives such as a major upgrade to a business system.
• Ensure your services are performing at the optimal level by setting clear standards and introducing measurable performance indicators.
• Use your leadership expertise to help project teams understand what needs to be achieved, solve any problems that are encountered and keep implementation plans on track.
• Allocate and monitor designated budgets, expenditure and resources.

Leadership and Team Development
• Set operational and strategic objectives and use your leadership and management skills, to develop the people in your team(s) and ensure high standards of performance.
• Help shape the skills and expertise needed to deliver a professional service by recruiting, inducting and training team members and structuring your team(s) in way that will best meet operational and strategic priorities.
• Ensure that your team can deliver the required services by delegating responsibilities to appropriate team members and considering succession plans.
• Carry out regular performance reviews with colleagues to provide feedback on objectives and identify any development needs.
• Handle most HR issues and support the welfare and wellbeing of your team, taking advice on more complex issues to specialist services or senior managers.

Communication/Liaison
• Lead internal and external meetings and committees to influence University policy, standards and governance.
• Build and lead an influential network of internal and external contacts to increase your knowledge and skills, swap information with peers and use that information to improve and develop student-related business processes, services and systems.
• Identify opportunities to build relationships with external organisations to support the delivery of strategic level objectives.
• Research new approaches being taken by internal and external stakeholders such as professional bodies and other agencies so that you can take these insights into account when developing Student Registry and its services.
• Explore options to promote and increase engagement in Student Registry services.
• Design and deliver a programme of professional development activities to your stakeholders to support their development and information needs.

• Any other reasonable duties.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices - Durham University which provides information on the collation, storing and use of data.

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.

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