Academic Registry Officer - Faculty x2 in Aberystwyth

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. They will contribute to the regular adaptation and improvement of procedures, processes, systems, and service standards, and may be required to support specific departments or functions according to operational needs.

Core Duties & Responsibilities

• Supervise day-to-day work of others at an operational level and coordinate small projects, including supervising the work of the project team, monitoring results, and providing feedback.
• Coordinate arrangements for and take minutes/notes at committees (including Examination Boards) and/or working groups/meetings.
• Participate in relevant groups and networks, internally and externally, to build effective working relationships and share information.
• Conduct correspondence with staff, students/applicants and others to relay or obtain information, and routinely update written materials such as departmental handbooks or student guidance.
• Act as a key point of contact and communication for colleagues within and beyond the team, where appropriate.
• Undertake administrative tasks to meet objectives and deadlines, prioritising work independently and re-prioritising in response to unforeseen events.
• Provide support for a range of events and activities, including student registration and induction, examinations, panel hearings, and student placements, working closely with academic and professional service departments and external organisations as necessary.
• Explain standard information and procedures to others (e.g., admissions process to applicants, regulation application to students).
• Check that information is up to date and published, drawing areas of concern to the attention of the line manager or relevant parties.
• Actively contribute to small projects relating to the respective area of work.
• Undertake regular problem solving to resolve issues effectively.
• Undertake research and analysis of routine data using established procedures, e.g., analysing internal survey results and providing commentary.
• Extract data from Management Information Systems or other services, assemble it coherently, and flag outlying items where appropriate.

Stakeholder Management and Collaborative Working

• Provide excellent services to customers and adapt service standards and processes for increased efficiency.
• Work collaboratively to ensure a joined-up professional offering and effective relationships internally and externally.
• Coordinate with Academic Leads on faculty, registry and student issues, sharing concerns and best practice in policy and procedure development.
• Flexibly undertake duties 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.
• Deputise for the line manager as appropriate.
• Undertake other duties as assigned by the line manager, commensurate with the role's grade.

General Duties & Responsibilities

• Be a flexible member of the team, supporting colleagues at peak times of workload and pressure, including attendance at university events such as open days and graduation events (which may include weekend work).
• Promote equality of opportunity and support the university’s commitment to diversity and inclusion in all aspects of work.
• Support the university strategy and underlying plans, engaging in continuous personal and professional development, and undertaking relevant training and development activities.
• Fulfil health and safety responsibilities appropriate to the role, while promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community.
• Support the university’s commitment to environmental sustainability through responsible practices and engagement.

Essential Qualifications, Experience, Knowledge and Skills

• Educated to A-Level (or equivalent) or have professional experience within a Higher Education environment.
• Experience performing administrative tasks to a high standard.
• Experience working effectively within a team, achieving shared objectives and engaging with colleagues at all organisational levels.
• Experience providing excellent customer service and contributing to the improvement of service standards.
• Knowledge and understanding of the Higher Education sector.
• Experience contributing to the revision of established policies, processes and procedures.
• 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 for relaying and interpreting information that may be straightforward or require explanation.
• Demonstrable interest in continuing professional development.
• Willingness to work occasional evenings and/or weekends to provide support for out-of-hours activities, e.g., registration, Open/Visiting Days, examinations, and Confirmation & Clearing.
• Oral (spoken) and written Welsh Level C1.

Desirable Qualifications, Experience, Knowledge and Skills

• An honours degree.
• Experience working in a Higher Education environment.
• Experience supervising the work of other team members.
• Ability to use website content management systems or equivalent.
• Experience using a management information system or student records database like AStRA.
• Oral (spoken) and written Welsh Level C2.

Benefits

• Flexible working policy.
• 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 workplace pension schemes.
• Staff recognition and reward schemes.
• Opportunity to learn Welsh for free.
• Staff relocation bursary.
• Maternity, Paternity, Parental and Adoption Leave.
• Staff discount for gym facilities, hospitality and retail on campus.

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 must be made through jobs.aber.ac.uk. Applications can be submitted in Welsh or English and will be treated equally.

Contact Information

Human Resources, Aberystwyth University
Visulisation Centre, Penglais Campus
Ceredigion, SY23 3BF
Tel: (01970) 628555
Email: hr@aber.ac.uk