Registry Officer

3 days ago

London, United Kingdom Regent College London Full time

**Job title**

Registry Officer

**School/Function**

Regent College London

**Location**

London Campuses

**Line Manager**

Senior Registry Officer

**Job description**

As a member of the Registry team, to take a share of the College’s academic administration, providing information and support to students, staff, awarding bodies, SLC, UKVI and other stakeholders. For these purposes, specific student cohorts will be allocated to the postholder(s), who will also be expected to provide cover to other colleagues from time to time and generally share in the workload of the team.

**Specific duties and responsibilities**

**Admin duties**
- Escalating first level of unsolved student related queries to Senior Registry officer when unable to solve.
- To coordinate and communicate with the Head of Registry.
- Understanding the term plans, timetables and coordinating and communicating with the learners.
- To provide administrative support to the senior administrative staff members including board and external official members visiting the college.
- To undertake office reception duties, both in person and on the telephone, including taking messages for other staff.
- To operate manual and computerised office systems, including maintenance of files, documents etc., through methods of filing hard copy paper records and maintaining databases.
- To print students’ ID cards and all required letters for students, keeping track of issued documents.
- Scan files and upload and update details for all students in Unit-e.

**Class registers**
- Ensure that the class registers for the day session are continuously monitored and tallied with the timetable to be despatch for the day.
- To ensure that any class registers not collected by 10.15am or 2.15pm or 6.15pm should be immediately identified and brought to attention of the Programme leaders towards adjustment if needed.
- Continuously assist in maintaining the records of tutor changes such as absences and coordinate and communicate as and when needed.

**Cohort administration duties**
- Coordinate and communicate with the learners with their academic progress after the assessment board and ensure to see that the grades are correctly reflected on UNIT E against each student correctly.
- Continuously monitoring the status of the assigned group of learners by the Operations Manager and ensuring that the attendance and academic performance is monitored and liaised with the cohort leaders for the said cohort.
- Updating the students with rules and regulations of attendance and acting with disciplinary measures as and when necessary.
- Assisting in a follow up action for the students who have enrolled but never attended the college since enrolment.
- Continuously tracking the learner’s journey which includes absence, suspensions, deregistered, inactivation, deferrals and coordinate with the senior management and the cohort leaders as and when required.
- Continuously follow-up the learners for the responsible cohort and act as the key support between the cohort leader and the students. Ensure to see that data is accurate on UNIT E with regards to the learner’s communication and update as and when needed.
- Alert the cohort leaders and the Programme Leaders against risk-based learners every week with regards to their attendance and follow-up if needed.
- Being responsible for the student feedbacks for the allocated cohort and communicate and coordinate with the learners with their performance and results.
- Review the attendance report for the responsible cohorts on the weekly basis, follow up with students who have low attendance.

**Additional duties may include but are not limited to**:

- Comply with all Health and Safety policy and legislation in the performance of the duties of the post
- Always maintain data protection and confidentiality
- Any other tasks/duties requested from time to time by the principal regarding college activities and assisting him/her with fulfilment of statutory duties.

**Person Specification**

**EXPERIENCE & PERSONAL QUALITIES**

**Essential**:

- Excellent oral and written communication skills with the ability to communicate effectively at all levels.
- Ability to priortise, making sound and timely decisions using own initiative to meet tight deadlines.
- Ability to demonstrate effective organisational skills.
- Ability to work effectively as part of a team.
- Excellent IT skills including Microsoft Excel, Word, PowerPoint and Databases.
- Ability to maintain confidentiality.
- High degree of commitment and professionalism.
- Proactiveness.
- Embraces change and drives continuous improvement
- Able to multi task
- Ability to present data to a varied audience

**Desirable**:

- Administrative role in higher education.
- Familiarity with Unit-e
- Ability to use complex administrative systems efficiently.
- Ability to take initiative in enhancing administrative systems.
- Experience of working in the HE sector.
- Ability to gain a working kn

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