The Role
The post-holder will play an active role in undertaking routine administrative activities within their respective team and in providing excellent customer service to all stakeholders, including students, staff and external contacts (depending on the designated area of work). The post-holder will contribute to the regular adaptation and improvement of procedures, processes, systems and service standards.
The post-holder is also likely to be required to support specific departments or functions according to the operational requirements of their respective team.
Working closely with the respective line manager, as well as members of their team, the Academic Registry Officer will undertake administrative tasks in relation to Timetabling and Examinations, the key functions/specific duties for each area are set out below:
Timetabling and Examinations
Purpose and function of the team:
Leading and managing the timetabling and Exam functions within the Academic Registry.
Delivering a positive experience for both staff and students by providing the complete academic and examination timetabling and room booking functions within the University
Optimising the utilisation of academic space and efficiency
Enhancing the student experience in relation to the timetable
Aligning with institutional policies, and reviews and implements new systems to support timetabling
Balancing stakeholder requirements to optimise academic and examination timetables
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.
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.
Core Duties and Responsibilities
Supervision of the day-to-day work of others at an operational level, in accordance with the allocation of duties by the line manager, and / or co-ordination of small projects which may involve supervising the work of the project team, monitoring results and providing feedback.
Coordinating arrangements for and taking the minutesand / or notes at committees (which may include Examination Boards) and/or working groups/meetings
Participation in relevant groups and networks, both internally and externally, to build effective working relationships as well as to pass on or receive information or data.
Conducting correspondence with staff, students/applicants and others to relay or obtain information as well as routine updating of written materials, for example, departmental handbooks or guidance for students.
Acting as a key point of contact and communication for colleagues within and beyond the team, where appropriate.
Undertaking administrative tasks to meet objectives and deadlines, prioritising work independently and re-prioritising 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 and, on occasion, external individuals/organisations as necessary.
Introducing others to standard information and procedures, for example, by explaining how the admissions process works to applicants or how a regulation applies to a student.
Checking that information is up to date and published; drawing areas of concern to the attention of line manager or relevant other.
Actively contributing to small projects relating to the respective area of work.
Undertaking regular problem solving in order to resolve issues effectively.
Undertaking research and analysis of routine data or information using established procedures, for example, analysing and providing a commentary upon internal survey results.
Extracting data for others to use from Management Information Systems or other services; assemble the data in a coherent way and where appropriate flag outlying items.
Stakeholder Management and collaborative working
Working to provide excellent services to customers as well as to improve and adapt, where appropriate, service standards and the need for increased efficiency.
Work collaboratively to ensure a joined up professional offering and effective working relationships both internally and externally to the Academic Registry.
Work closely with Academic Leads to coordinate faculty, registry and / or student issues; to ensure that concerns and good practice are shared in the development of policies and procedures and in implementation.
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;
Deputising for the line manager as appropriate.
Undertake other duties as assigned by your line manager, commensurate with the role\'s grade.
General Duties and Responsibilities
To 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.
To 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
Educated to A-Level (or equivalent qualification) or have professional experience within a Higher Education environment.
Experience of performing administrative tasks to a high standard.
Experience of working effectively within a team to achieve shared objectives and of engaging with colleagues at all levels of an organisation.
Experience of providing excellent customer service and of contributing to the improvement of service standards.
Knowledge and understanding of the Higher Education sector.
Experience of contributing to the revising of established policies, processes and procedures.
A well-developed knowledge of standard IT packages and the ability to adapt to using a range of end-user systems.
Well-developed oral and written communication skills in order to be able to relay and interpret information that may be straightforward, or require explanation and interpretation, in order to help others understand.
A demonstrable interest in continuing professional development.
A willingness to work occasional evenings and/or weekends to provide support for out of hours activities which may include, for example, registration, Open/Visiting Days, examinations and Confirmation & Clearing.
Oral (spoken) and Written Welsh Level B1.
or evidence to demonstrate an on-going commitment to learn Welsh to this level.
*The welsh language level is based on going out to recruitment for the role*
Desirable
An honours degree.
Experience of working in a Higher Education environment.
Experience of supervising the work of other team members.
The ability to use website content management systems or equivalent.
Experience of using a management information system or student records database like AStRA.
Welsh Language level will be assessed as per the requirements of the department should a vacancy arise
*More information on Welsh Language Levels can be found at:
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
36.5 – hour week for full-time roles
Generous leave entitlements – 27 days annual leave plus
The post-holder will play an active role in undertaking routine administrative activities within their respective team and in providing excellent customer service to all stakeholders, including students, staff and external contacts (depending on the designated area of work). The post-holder will contribute to the regular adaptation and improvement of procedures, processes, systems and service standards.
The post-holder is also likely to be required to support specific departments or functions according to the operational requirements of their respective team.
Working closely with the respective line manager, as well as members of their team, the Academic Registry Officer will undertake administrative tasks in relation to Timetabling and Examinations, the key functions/specific duties for each area are set out below:
Timetabling and Examinations
Purpose and function of the team:
Leading and managing the timetabling and Exam functions within the Academic Registry.
Delivering a positive experience for both staff and students by providing the complete academic and examination timetabling and room booking functions within the University
Optimising the utilisation of academic space and efficiency
Enhancing the student experience in relation to the timetable
Aligning with institutional policies, and reviews and implements new systems to support timetabling
Balancing stakeholder requirements to optimise academic and examination timetables
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.
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.
Core Duties and Responsibilities
Supervision of the day-to-day work of others at an operational level, in accordance with the allocation of duties by the line manager, and / or co-ordination of small projects which may involve supervising the work of the project team, monitoring results and providing feedback.
Coordinating arrangements for and taking the minutesand / or notes at committees (which may include Examination Boards) and/or working groups/meetings
Participation in relevant groups and networks, both internally and externally, to build effective working relationships as well as to pass on or receive information or data.
Conducting correspondence with staff, students/applicants and others to relay or obtain information as well as routine updating of written materials, for example, departmental handbooks or guidance for students.
Acting as a key point of contact and communication for colleagues within and beyond the team, where appropriate.
Undertaking administrative tasks to meet objectives and deadlines, prioritising work independently and re-prioritising 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 and, on occasion, external individuals/organisations as necessary.
Introducing others to standard information and procedures, for example, by explaining how the admissions process works to applicants or how a regulation applies to a student.
Checking that information is up to date and published; drawing areas of concern to the attention of line manager or relevant other.
Actively contributing to small projects relating to the respective area of work.
Undertaking regular problem solving in order to resolve issues effectively.
Undertaking research and analysis of routine data or information using established procedures, for example, analysing and providing a commentary upon internal survey results.
Extracting data for others to use from Management Information Systems or other services; assemble the data in a coherent way and where appropriate flag outlying items.
Stakeholder Management and collaborative working
Working to provide excellent services to customers as well as to improve and adapt, where appropriate, service standards and the need for increased efficiency.
Work collaboratively to ensure a joined up professional offering and effective working relationships both internally and externally to the Academic Registry.
Work closely with Academic Leads to coordinate faculty, registry and / or student issues; to ensure that concerns and good practice are shared in the development of policies and procedures and in implementation.
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;
Deputising for the line manager as appropriate.
Undertake other duties as assigned by your line manager, commensurate with the role\'s grade.
General Duties and Responsibilities
To 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.
To 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
Educated to A-Level (or equivalent qualification) or have professional experience within a Higher Education environment.
Experience of performing administrative tasks to a high standard.
Experience of working effectively within a team to achieve shared objectives and of engaging with colleagues at all levels of an organisation.
Experience of providing excellent customer service and of contributing to the improvement of service standards.
Knowledge and understanding of the Higher Education sector.
Experience of contributing to the revising of established policies, processes and procedures.
A well-developed knowledge of standard IT packages and the ability to adapt to using a range of end-user systems.
Well-developed oral and written communication skills in order to be able to relay and interpret information that may be straightforward, or require explanation and interpretation, in order to help others understand.
A demonstrable interest in continuing professional development.
A willingness to work occasional evenings and/or weekends to provide support for out of hours activities which may include, for example, registration, Open/Visiting Days, examinations and Confirmation & Clearing.
Oral (spoken) and Written Welsh Level B1.
or evidence to demonstrate an on-going commitment to learn Welsh to this level.
*The welsh language level is based on going out to recruitment for the role*
Desirable
An honours degree.
Experience of working in a Higher Education environment.
Experience of supervising the work of other team members.
The ability to use website content management systems or equivalent.
Experience of using a management information system or student records database like AStRA.
Welsh Language level will be assessed as per the requirements of the department should a vacancy arise
*More information on Welsh Language Levels can be found at:
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
36.5 – hour week for full-time roles
Generous leave entitlements – 27 days annual leave plus
