Registry Officer

**Registry Officer** **(Systems)**

Job Description***

The Role

**Job title**:Registry Officer (Systems)

**Department**:Academic Services

**Responsible to**:Head of Registry

**Location**:Cirencester

**Salary**:Grade 6 (£28,759 to £33,965)***

**Term**:Full-time, permanent

**Relationships with**: Academic Services teams, students, academic staff, staff in other

professional services.

Purpose

The postholder will provide support for student systems including the student record system

(Quercus), timetabling system (Celcat) and attendance monitoring system (Seats). This will include

coordinating the initial configuration and ongoing maintenance of systems to ensure they are

effective and efficient. The postholder will also be responsible for delivering critical, system
- dependent, business processes; in particular the maintenance, and annual rollover, of curriculum

information in the student record system (Quercus), annual production of the timetable (Celcat), and

set up and maintenance of attendance monitoring reports (Seats).

The postholder will report to the Assistant Registrar (Student, Records, Operations and Returns)

and will contribute to the work of the team, and wider Academic Services directorate, as required.

The University is trialing a hybrid approach to work; there will be some capacity for working remotely

however, you will be expected to be present on campus on a regular basis each week.

Key Responsibilities

**1.** Overseeing the effective use of student systems at the RAU by being an advanced user of
relevant systems, including, but not limited to, the student record system (Quercus), timetabling
system (Celcat) and attendance monitoring system (Seats).

1
Reviewed January 2022

**2.** Setting up, monitoring and maintaining curriculum and assessment data in the student record
system, working closely with colleagues within the Registry team and academic quality to ensure a
single source of truth for curriculum data.

**3.** Managing the annual rollover of curriculum data in the student record system.

**4.** Requesting, collating and managing timetable requirements, delivering the annual timetable to
agreed timelines.

**5**. Analysing and resolving issues in systems that arise due to changes in curriculum, staff or
systems

**6.** To be knowledgeable in the understanding of, and practical implications of, the University’s
codes of practice and ensuring compliance with them by all staff, including advice and solutions.

**7.** Configuring and maintaining reports and workflows in the attendance monitoring system (Seats).

**8.** Monitoring data quality across all systems, utilising regular and detailed exception reporting to
ensure high levels data quality and taking action to address inconsistent or poor-quality data.

**9.** Providing support, guidance and training to general users of student systems, investigating
issues and producing user documentation.

**10.** Investigating identified issues arising in student systems, identifying solutions where possible,
liaising with IT and external suppliers

**11. **Working with the university’s business analysts to establish business requirements for new
system developments, undertaking user acceptance testing following system upgrades.

**12. **Assigning Academic Support Tutors to students.

**13.** Monitoring, analysing, and reporting on the University’s use of systems to ensure they are
effective, fit for purpose and are aligned to best practice in the sector.

**14.** Demonstrating, at all times, good data management practices and compliance with data
protection legislation, including confidentiality and security.

**15.** Making a significant contribution to the work of the Registry team. Supporting the overall
objectives of Academic Services, assisting other areas as and when required including assisting with
the registration of students at peak times.

General responsibilities:

- The University is committed to equality of opportunity. All staff are required to comply with

current legislation, University policies and good practice guidance.
- All staff are required to act in a way that always safeguards the health and wellbeing of

children and vulnerable adults. The post holder must be familiar with and adhere to

2
Reviewed January 2022

appropriate safeguarding policies and guidance and participate in related mandatory/statutory

training. Managers have a responsibility to ensure their team members understand their

individual responsibilities regarding safeguarding children and vulnerable adults.
- All staff are required to participate in the University appraisal process and should ensure they

are familiar with the process and plan time to prepare for their appraisal. Following the

appraisal, staff are expected to undertake in any necessary learning and development and

work towards the objectives that have been set.
- The University expects staff to attend any training designated as mandatory and to undertak