Academic Registry Team Leader in Aberystwyth

The post-holder will play an active role in coordinating routine administrative activities within their respective team and will contribute to the regular review of procedures, processes and systems. The team leader will provide high level professional support to all stakeholders and will promote the sharing of good practice within the Academic Registry and across the University. The role may include line management, or coordination of the work of others, for which the post-holder will define the work required, monitor progress and provide feedback to staff under their supervision. The team leader role will coordinate and manage the thematic activity within teams in collaboration with senior, equivalent and junior level colleagues as applicable. The role will bring focus and oversight to the operational delivery of different programmes of work within distinct teams and will also identify opportunities for cross-dissemination of good practice amongst colleagues in other teams.

Responsibilities

• Managing operational processes, leading a team and/or managing projects and work-streams relating to their area.
• Managing, supporting and administrating student attendance and engagement processes.
• Contributing to the administration of student induction, progression, satisfaction and examination processes.
• Managing viva organisation in collaboration with other registry teams, academic departments and Student Services outside registry.
• Supporting and overseeing the administration of student placements.
• Managing and supporting delivery of the extension process and contributing to work led by others (e.g., Special Circumstances and UAP panel support).
• Managing and supporting provision of academic services to PGR students.
• Managing aspects of the module approval and review process.
• Ensuring the completeness of student records in collaboration with colleagues in the Student Education Administration team.

There is an anticipation that role holders will rotate within and across different teams to develop knowledge and experience across all areas, enabling a coherent and flexible department. Movement across teams will be discussed on an individual basis as business needs arise.

What you’ll do

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

People Management

• Line management of staff, including setting objectives, organising and delegating work, and fostering a positive working culture.
• Support for personal and professional development, staff induction, probationary input, and effective contribution scheme reviews.
• Coordination of the work of others according to line-manager allocations.

Committees, Processes and Event Management

• Coordinating arrangements for and servicing committees and/or working groups.
• Active participation in relevant committees, groups and networks.
• Drafting and updating reports and documents, ensuring clarity and consistency.
• Implementing and maintaining administrative processes to ensure data accuracy and timeliness.
• Arrangements for local events (e.g., student registration, induction, Open/Applicant Visiting Days, site visits, panel hearings, student placements).

Presentations, Research and Project Management

• Designing and delivering presentations, briefings or training to staff, applicants and students as appropriate.
• Interpreting and communicating guidelines related to University regulations or quality assurance procedures.
• Managing small projects across the University.
• Problem solving and data analysis to inform practices.

Networking, Stakeholder Management

• Improving service standards to meet stakeholder requirements.
• Maintaining knowledge and undertaking professional development.
• Collaborating with peers to provide a consistent professional offering.
• Coordinating with Academic Leads to share good practice and develop policies.

General Duties

• Undertake duties flexibly across Registry functions as required.
• Deputise for the line manager when appropriate.
• Engage in continuous personal and professional development and university projects.
• Promote equality, diversity and inclusion in all aspects of work.
• Support the university strategy and health and safety responsibilities.

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

Essential — Qualifications, Experience, Knowledge and Skills

• Educated to A Level (or equivalent) or professional experience in a higher education environment.
• Experience of delivering academic administration in HE or similar, within designated Academic Registry specialisms.
• Understanding of the HE landscape and regulatory requirements.
• Experience supervising staff and workload management.
• Experience working within approved guidelines and process improvements.
• Ability to work on own initiative and as part of a team.
• IT skills for administrative tasks and databases.
• Ability to interpret complex regulations and provide clear advice.
• Strong problem-solving, time management and attention to detail.
• Excellent interpersonal, oral and written communication.
• Willingness to work occasional evenings/weekends for out-of-hours activities.
• Welsh language: Oral (spoken) and Written Level C1.

Desirable

• An honours degree.
• Project management experience.
• Experience of using AStRA.
• Previous line management experience.
• Welsh language: Oral (spoken) and Written Level C2.

How to apply

Applications for this role must be made through jobs.aber.ac.uk. The University supports flexible working arrangements (full time, part time, job share, or term time only) and welcomes applications in Welsh or English.

Benefits

• Flexible working policy.
• 36.5-hour week for full-time roles.
• 27 days annual leave plus bank holidays and university closed days.
• Commitment to Professional Development.
• Enhanced contribution to 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 discounts for facilities and campus services.

Please note: The university is a bilingual institution and complies with Welsh Language Standards; applications in Welsh or English are treated equally.