Academic Registry Administrator

Job Description

The Role
What you’ll do
Who you are – Qualifications, Experience, Knowledge and Skills required
How to apply
Benefits
Employment Visa

The Role

The Administrator will play an active role in undertaking operational administrative and clerical tasks within their respective team, working largely within established protocols. Working closely with the respective line manager, as well as members of their team, the Administrator will carry out routine administration and customer support in relation the following area:

• Student Conduct, Complaints, Discipline and Appeals – develop, manage, support and administer issues arising from and processes around student conduct, breaches of discipline, student complaints, appeals and the Unfair Practice process. Feeding into the work of other registry and non-registry teams such as Student Services to facilitate management of associated student processes such as the Fit to Study process. Liaising with external agencies where specialised input is required into complex and challenging cases such as those involving allegations of sexual misconduct and/or violence.

There is an anticipation that the role holders will rotate within and across different teams to ensure that knowledge and experience is developed across all areas. This will allow for the development of a coherent, flexible and responsive department. Opportunities for movement across teams will be discussed on an individual basis as business need/opportunity arises and will form one element of the career pathways plan for colleagues within the Academic Registry structure.

To make an informal enquiry, please contact Mary Keeler-Kenyon at [email protected].

Appointments are normally made within 4 – 8 weeks of the closing date.

What you’ll do

This job description is subject to review and amendment in the light of the changing needs of the University, to provide appropriate development opportunities and/or the addition of any other reasonable duties.

• Dealing with general and specific enquiries from students and / or other stakeholders about a range of administrative matters which may include, but is not limited to, application processes, registration and changes thereof, arrangements for assignment submission and examinations, directing queries on as appropriate.
• Assisting with the arrangements for committees (which may include Examination Boards) and/or working groups/meetings.
• Acting as a front-line representative for the team/department.
• Maintaining a good working knowledge of the University’s policies, procedures and regulations in order to be able to interpret these appropriately in carrying out routine administration and in supporting staff and students.
• Participation in relevant internal groups and meetings in order to pass on or receive information or data.
• Conducting correspondence with staff, students and others to relay information.
• Undertaking administrative tasks to meet objectives and deadlines, prioritising work independently and reprioritising in response to unforeseen events.
• Providing support for a range of events and activities which may include, but is not limited to, student registration and induction, examinations, panel hearings and student placements; this will involve working closely with a range of academic and professional service departments across the University.
• Introducing others to standard information and procedures, for example, by explaining how a student can request an extension for assessed work or directing a member of staff to information explaining the scheme approval process.
• Contributing to small projects relating to the respective area of work.
• Solving day to day problems as they arise, working within established protocols and referring on as necessary.
• Undertaking research and analysis of routine data or information using established procedures, for example, collecting and logging data on the student record system (AStRA) and reporting on inconsistencies.
• Working to provide excellent services to customers working to agreed standards, this may include assisting students in resolving basic administrative matters.
• Continuous development and maintenance of appropriate knowledge, skills and expertise in order to fulfil the requirements of the role, in part through undertaking relevant professional training and development.
• Work collaboratively to ensure a joined up professional offering and effective working relationships both internally and externally to the Academic Registry;
• Undertake duties flexibly, as required, in periods of annual leave, staffing shortages or busy periods across the Registry functions and Teams, including any other duties within the scope and general nature of the grade which may be required.
• Undertake other duties as assigned by your line manager, commensurate with the role’s grade.
• Be a flexible member of the team, supporting colleagues at peak times of workload and pressure including attendance at university events e.g. open days, graduation which may include weekend work.
• Promote equality of opportunity, and to support and uphold the University’s commitment to diversity and inclusion in all aspects of your work.
• Support the university strategy and underlining plans, engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop yourself and support the development of others.
• Fulfil health and safety responsibilities appropriate to the role, while actively promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community. Additionally, support the University’s commitment to environmental sustainability through responsible practices and engagement.

The above does not represent an exhaustive list of duties associated with this role.

Who you are – Qualifications, Experience, Knowledge and Skills required

Essential

Desirable

• More information on Welsh Language Levels can be found at:

https://www.aber.ac.uk/en/hr/policy-and-procedure/welsh-standards/

How to apply

To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.

Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Benefits

• Flexible working policy
• Hybrid Working
• 36.5 – hour week for full-time roles
• Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days
• Commitment to Professional Development
• Enhanced contribution to our workplace pension schemes
• Staff recognition and reward schemes
• Opportunity to learn the Welsh language for free
• Staff relocation bursary
• Maternity, Paternity, Parental and Adoption Leave
• Staff discount for gym facilities, hospitality, and retail on campus.

Please keep reading

Aberystwyth University generally supports hybrid working, allowing a mix of office-based and remote working for suitable roles to enhance flexibility and productivity. Job descriptions typically detail a primary work location alongside opportunities for flexible, remote, or home-based work, subject to service needs and manager approval.

We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.

We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Employment Visa

Under the UK Government’s points-based system scheme, this role does not meet the criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.