Senior Academic Registrar

1. Job Data

Position Title: Senior Academic Registrar

Direct Manager Position Title: Provost

Department: Assigned Faculty 

2. Job Purpose 

Senior Academic Registrars (SARs) are generally located across at least two of the British University in Egypt’s faculties, and report individually and as part of a centralized and high-performing SARs team to a designated senior manager in the Office of the Provost (their line manager), with a clear dotted line to their respective Deans of Faculty. While they are allocated to particular faculties, they are expected to operate as a team in that they may occasionally be required to undertake SAR duties in other faculties as required by their line manager. 

SARs work with Deans, Vice Deans, Directors, Heads of Department and other colleagues, ensuring high-quality service delivery to students and compliance with the needs of the University’s UK and Egyptian partners, stakeholders and regulatory authorities. They are responsible for maintaining and developing a robust quality assurance and enhancement environment within their designated faculties. They therefore are expected to have extensive knowledge and understanding of UK academic quality frameworks and QAA (or other quality assurance body) guidelines and requirements, as well as to have or develop familiarity with the Egyptian equivalent (NAQAAE, the National Authority for Quality Assurance and Accreditation of Education) and ensure harmonious application of both systems. 

SARs work closely with Egyptian Heads/Directors of faculty-level Quality Assurance Units, taking responsibility for ensuring NAQAAE quality, standards, and accreditation compliance and maintaining full accordance with the regulatory by-laws of the Egyptian Supreme Council of Universities.

SARs are additionally instrumental in supporting the delivery of an exceptional student experience, engaging with the University’s academic strategy and policy to deliver and maintain comprehensive and agile administrative systems. They ensure effective implementation of the University’s Academic Regulations and quality assurance and enhancement policies and practices, including the implementation of the Annual Quality Assurance and Enhancement Cycle. 

SARs are critical roles within the University, and as such, role holders are expected to operate at the highest level of professionalism, integrity, and accountability. Highly effective and personable individuals, SARs will be knowledgeable, organized, and experienced managers, with demonstrable commitment to student experience, continuous professional development, and delivery of organizational objectives. 

3. Job Dimension

Number of Subordinates 

4. Job Responsibilities

The specific duties of the Senior Academic Registrar (SAR) include the following:

Quality Assurance and Enhancement 

1. To be accountable for effective and efficient quality assurance and enhancement, and provision of student processes within the faculties, ensuring effective prioritisation and coordination with other areas. 

2. To advise and support the Deans and other Faculty-level academic and administrative staff on the maintenance and development of a robust quality assurance and enhancement environment within their faculties, ensuring alignment and compliance with relevant legislative, regulatory, quality, and statutory reporting requirements with regard to appropriate processes and procedures.

3. To take responsibility both for ensuring UK academic quality frameworks and QAA (or other UK quality assurance body) guidelines and requirements are met, and for NAQAAE quality, standards, and accreditation compliance and maintenance of full accordance with the regulatory by-laws of the Egyptian Supreme Council of Universities.

4. To work with Egyptian Heads/Directors of faculty-level Quality Assurance Units, taking responsibility for the development and delivery of quality assurance and enhancement processes and procedures that harmonize the requirements of Egyptian and UK higher education practice.

5. To communicate clearly to all faculty-level staff, informing them of the University’s quality assurance and enhancement procedures and providing information and guidance as necessary.

6. To ensure effective implementation of the University’s Academic Regulations and quality assurance and enhancement policies and practices, including the Annual Quality Assurance and Enhancement Cycle, working as required to:

• Ensure adherence to policy on the management of assessment, enabling external review of coursework assessments and examination papers.
• Facilitate the Annual Programme Review process and ensure the implementation of recommendations.
• Facilitate the visits of External Examiners, Link Tutors and Subject Advisors, and to ensure the implementation of recommendations.
• Support the Module and Programme evaluation process and to ensure the implementation of recommendations.

7. To work with Deans, academic and administrative staff in faculties with clear reference to the requirements of the Office of the Provost in the review of existing academic programmes and production of specifications for new and amended modules, and to manage faculty-level module and programme change processes.

8. To work with Deans, academic and administrative staff in faculties with clear reference to the Office of the Provost, in the development of new academic programmes, taking responsibility for ensuring: 

• The University’s programme approval processes are adhered to;
• The production of documentation for validation or re-validation of programmes complies with the University’s policies and procedures.
• Also supporting the Dean in preparation for validation and re-validation events.
• Ensuring recommendations are fully implemented and documented. 

9. To liaise with Academic Services, ensuring timely submission and receipt of Faculty material for review, attendance of external examiners at examination boards, biannual UK validating partner staff visits to the campus, and student exchange and summer school opportunities. 

Academic Regulations 

1. To be the primary and authoritative source of advice in their designated faculties to the Deans, faculty-level committees and faculty staff on the University’s Academic Regulations and related policies and procedures with regard to: 

• Assessment regulations, practices and procedures, including advice to students on assessment and progression regulations, permitted reasonable adjustments for students with special requirements, the permitted number of attempts at assessments, the regulatory requirements for repeating study or transferring programmes, and for suspending or withdrawing from a module or programme.
• Student complaints, impaired performance, academic misconduct, academic appeals and disciplinary matters, including ensuring appropriate completion of documentation required to support these processes and the conduct, operation, and documentation of associated panels and committees.
• Preparation and running of examinations and other assessments, module and programme examination boards, and attendance at boards to ensure appropriate conduct and maintenance of full and accurate decision records. 

Student Experience and Student Support 

1. To work closely with the University’s central advice and support services to deliver an exceptional student experience, supporting students with accessible, adaptable, student-friendly and professional administrative, advice and support services at faculty-level, aligned with that provided centrally. 

2. To work closely with colleagues in faculty on the faculty-level student induction process and, in collaboration with Student Services and other services, to ensure students’ ongoing access to information, advice, support and guidance to support them in their studies and the wider student experience. 

3. To build good relationships with student representatives at faculty-level, and focus on improved student retention, progression, continuation, and success. 

4. To manage processes for identifying and supporting students ‘at risk of failure’, clearly signpost these students to the appropriate advice and support.

5. To ensure that the faculty-level Staff Student Liaison Committees (SSLCs) operate effectively, taking responsibility for succinct communication of outcomes both within faculties and to appropriate University committee(s) as necessary, and closing off actions arising.

6. To ensure that appropriate mechanisms are in place for the management of 

• Student enquiries
• Stage One complaints in accordance with the University Student Complaints Procedure.

7. To undertake Stage Two complaints investigation when requested to do so by the Office of the Provost or the Faculty Dean in accordance with the University’s Complaints Procedure, reporting and making recommendations as required. 

Student Data 

1. To ensure the effective use of the Student Records System, maintain the integrity, accuracy, currency, and security of all student records and assessment results, data, and information. 

2. To be responsible for processes of collection, recording, maintaining, and reporting of student records while ensuring efficient and effective workflow. 

3. To contribute to the development of digital assets, particularly ensuring student and curriculum data are maintained and archived appropriately to support both internal use and external reporting. 

Strategy and Policy Development

1. To support their line manager (designated senior manager in the Office of the Provost) in the development of university-level policy and strategy, working with other colleagues as appropriate.
 
2. To undertake special projects and participate in relevant University committees and working groups, as directed by their line manager (designated senior manager in the Office of the Provost).
 
3. To provide timely responses to central requests for information, documentation and data.
 
4. To provide support to Deans and other faculty-level staff with the University’s annual strategic planning processes, assisting in their development of faculty-level plans, and reporting on progress.

Other

1. To undertake annual personal performance and development review.

2. To lead, develop, mentor, and manage staff within the remit of the role, and as approved by their line manager (designated senior manager in the Office of the Provost), and to provide a professional working environment that enables staff to meet and enhance their potential and deliver a student-focused service.

3. To undertake such other duties as may be requested by their line manager (designated senior manager in the Office of the Provost), and work supportively with colleagues, always operating in a collegiate manner. 

5. Relationship with other Parties

Internal: Departments/Sub-Department/ Faculty that the position deals with periodically:

• All departments and Faculties within the British University

External: Institutions or organizations that the position deals with periodically: 

6. Operational Environment

Office Base

7. Job Requirements

Educational Qualifications

Essential:

• A relevant degree and postgraduate level qualification, or equivalent senior professional experience over a number of years.

Desirable:

• HEA Fellowship or similar higher education recognition. 

Experience

• Significant management experience of quality assurance and enhancement and student-related administration gained within a Registry or equivalent function in a UK higher education institution. 

Technical Skills

• Extensive knowledge and understanding of external regulation and compliance, UK academic quality frameworks and QAA guidelines and requirements, as well as commitment to working with appropriate colleagues to be responsible for both understanding and maintaining full compliance with the quality, standards and regulatory requirements of both NAQAAE and the Supreme Council of Universities.
• Extensive knowledge and understanding of internal assessment and examination systems and related administrative processes, and best practice relating to academic administration, student services and data processing.
• Capable of using evidence, data and knowledge to support accurate, consistent and expert decisions and advice, and awareness of the importance of detailed and nuanced analysis.
• Significant experience of designing and implementing flexible and innovative student-focused solutions that deliver positive benefits.
• Demonstrable experience of leading and managing areas of compliance and complexity, including international collaborative partnerships, which require excellent standards of customer/partner care.
• Experience of supervising and managing others, and commitment to continuous improvement and self-development.
• Strong commitment and demonstrable ability to establish positive, collaborative relationships with others to achieve strategic goals, including supporting the student experience and working effectively in diverse teams.
• Excellent IT skills, and demonstrable experience using University systems and databases.
• Excellent written and oral communication, professional presentation and reporting skills.
• Strong organizational, time management, prioritization and planning capabilities, and ability to produce accurate and high-quality work under pressure.
• Well-honed skills of diplomacy, discretion, cultural sensitivity, and the ability to maintain confidentiality.
• Genuine desire to work at the British University in Egypt, coupled with a fundamental commitment to cross-cultural and international working.
• Ability to deal positively with uncertainty and ambiguity, a creative approach to problem solving, and ability to deliver genuine change in a complex international environment.
• A willingness to work flexibly and outside core office hours if necessary to deliver excellent service and ensure continuous improvement; this could include assistance, facilitation and/or attendance at the University graduation ceremonies if required.
• Demonstrable pride and passion in the role, engaging others in the shared vision and promoting a positive culture that embraces and enables inclusivity, change and innovation.

Competencies

Core Competencies:

• Interpersonal Skills
• Collaboration
• Integrity & Accountability
• Results Oriented
• Strategic Thinking