Registry Officer

Reports to Title: Academic Registrar 

Business Function/ Sub-Function: Academic/ Registry 

Location: Metanoia Institute, 13 North Common Road, W5 2QB (Hybrid)

­­­­­­­­­­­­­­­­­Email: hr@metanoia.ac.uk

Role Purpose

The purpose of this role is to administer the assessment of student module and programme outcomes, the processing of mitigating circumstances claims, appeals, fitness to study or practice and academic misconduct cases for current and future courses offered by the Institute. To administer the processing of complaints and non-academic misconduct cases for current and future courses offered by the Institute. To support the implementation of assessment procedures, including but not limited to mitigating circumstances and ensure adherence to the Institute regulations/policies. To contribute to the operation, administration, and continuous enhancement of assessment processes and procedures. To support the Registrar in other day-to-day work associated with the department.

Role and Responsibilities

• To provide comprehensive administrative support for the processing of complaint, appeals, misconduct, and fitness to study/practice cases.
• Entering, updating, and monitoring student information within our student information system monitoring profiles for Committees and Assessment Board use to ensure the integrity of all related data recorded on the student information system.
• Ensuring all relevant paperwork is prepared for related stage 2 meetings or panels, acting as secretary and issuing notifications of confirmed decisions to students.
• Advising individual students about the complaint/appeal/misconduct and fitness to study/practice policies and procedures and the implications of decisions.
• Maintaining an effective office system to include filing and monitoring of records.
• To provide comprehensive administrative support for the processing of assessment outcomes.
• Assisting with the management of assessment records and related processes from registration to graduation.
• Acquiring a good knowledge of Institute Assessment and Programme Regulations.
• Working with the Directors of Study and Academic Coordinators to produce and distribute an assessment and programme calendar and deadlines for publication on My Registry.
• Entering, updating and monitoring student information within our student information system including component, module and progression results and deferrals and monitoring profiles in particular for MC Panels and Assessment Board use to ensure integrity of all assessment related data recorded on the student information system.
• Ensuring all relevant paperwork is prepared for Assessment Boards, acting as secretary for meetings and issuing notifications of confirmed results to students.
• Processing and issuing degree certificates, diploma supplements and transcripts.
• Advising individual students about the mitigating circumstances (MC) process, deferral implications for progression and the implications of their results.
• Maintaining an effective office system to include filing and monitoring of records; and work closely with the Directors of Studies and Academic Coordinators to ensure that assessment information in the student information system is accurate and current, including Programme Specifications for use in producing Diploma supplements.
• To work with the Quality and Regulatory team to assist with the preparation of mandatory returns to PSBRs (including HESA/JISC, OIA and The Office for Students (OfS)) keeping to strict timetables.
• To assist with the preparation of internal reports as and when required.
• To support academic staff within the Institute by maintaining effective information and guidance systems
• At all times provide helpful support to student and the teaching teams.
• To answer the telephone and deal with general enquiries.
• To carry out any other tasks that may be reasonably requested by the Registrar, with reference to major events such as enrolment and induction, examinations, graduation ceremonies.

Essential Skills and Experience

• A first degree or equivalent qualification/experience.
• Ideally a minimum of three years’ experience of undertaking administration in an HE setting or equivalent.
• Experience of working with a range of office software.
• Experience of data entry and databases.
• Experience of committee servicing.
• Excellent interpersonal skills including the ability to deal effectively with students and staff at all levels.
• Excellent planning and organisational skills.
• Excellent oral and written communication skills.
• Thorough knowledge of MS Office.
• Knowledge of current developments in UK HE.
• Formal Office Skills training, including excellent keyboard skills.
• The ability to work under pressure and prioritise workload.
• The ability to act on own initiative and work independently and always maintain a high standard of work.
• The ability to work as part of a team.
• Knowledge of Moodle.
• An understanding of and commitment to excellence in customer service.

Other Information

The successful applicant will also be expected to demonstrate their commitment to:

• Metanoia values and regulations, including Metanoia’s social, economic, and environmental responsibilities.
• Metanoia’s Equality, Diversity and Inclusion responsibilities and ensure that you engage in the successful implementation of Metanoia’s Equality, Diversity and Inclusion Policy; and to their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the Institute.

Role Dimensions

Direct Reports: no

Indirect Reports: no

Travel: no

Budget Responsibility: no

How to Apply

To apply for this role, please submit a CV with Cover Letter to hr@metanoia.ac.uk via the ‘Apply’ button above. 

Equality, Diversity and Inclusion (EDI)

We believe equality, diversity and inclusion are fundamental to making Metanoia Institute a welcoming, vibrant and successful organisation. We encourage applicants from a range of backgrounds because having a diverse workforce opens up a wealth of possibilities, makes us more creative and accelerates our impact on society.

Our Data Protection Policies

The General Data Protection Regulation (GDPR) 2018 protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with information about people. A key element to this is the principle to process individuals’ data lawfully and fairly. Further details on how the Institute processes personal data can be found in the Privacy Notice and Recruitment Data Privacy Statement found on our Data Protection page.

Closing Date: 26 Apr 2024