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Deputy Registrar

Role Purpose:
 
Christie’s Education (CE) is validated regionally by the Open University and the New York State Board of Regents to provide opportunities for study at Master’s level. It also provides continuing education opportunities on location and online.
As a niche alternative provider, this role is diverse and encompasses the entire student journey. The post holder will assist the Director of Registry and Student Services to support the students’ academic experience from application through to graduation including: admissions, registration, quality assurance, Tier 4 compliance, administration of UK government loans, graduation, production of transcripts and support for complaints and appeals. 
With the support of the Receptionist, the post holder will be required to deliver effective, responsive and customer focused academic services relating to student records, progression, student assessment, and student systems and data across Christie’s Education London.
Christie’s Education operates minimum service standards expectations as set out by the Director of Registry and Student Services. These service standards cover students, staff, external faculty, Christie’s colleagues, external suppliers of goods and services, telephone calls, written and email correspondence, and personal and professional conduct. 
The successful candidate will need to be able to multi-task and prioritise according to the demands of the academic schedule. As these tasks fall within the compliance area of our operations, they must be skilled in managing processes with acute attention to detail, understanding the importance of adherence to process and data integrity to our reputation. 
As a liberal arts institution, the post holder can expect to deal with creative individuals for whom administration is a burden, and to help them demystify and navigate the systems where necessary.
 
ACCOUNTABILITIES 

Key Accountabilities /Key Activities  

Admissions
 Process incoming applications, and check qualifications and authenticity of results in accordance with the admissions policy and procedures
 Ensure all details entered into the CRM and database systems are accurate
 Ensure that all the correct procedures are followed when dealing with international students
 Evaluate and collect feedback from stakeholders on the quality of admissions activities and to provide advice on the level of support, resources and change needed to deliver a high-quality service
 Co-ordinate the admissions process to ensure internal best practices and positive student experience throughout the admissions cycle
 Liaise with internal staff with regards to relevant statistical information that might aid decision making (with regards to scholarship suitability, for example) and ensure consistency of processes
 Audit admission files to ensure all required documentation has been received
 Advise prospective students about courses and their suitability in person, by telephone, email and letter
 Ensure compliance with the responsibilities of the CE UK Visa and Immigration licence and support the Director of Registry and Student Services with queries related to visas and loans
 
Academic Administration
 Processing of registration, leaves of absence and withdrawals;  administration of postgraduate loans, academic record keeping; academic administration and support for students and staff, efficient and secure processing of results and conferment information along with the notification of final award results and the provision of accurate transcripts
 Support the Director of Registry and Student Services with Prevent Duty checks and adherence to CE’s Prevent Duty policies 
 Oversee room bookings schedule and chair lecturers room booking meetings at the start of each term
 Monitor both submissions and the return of marked work to ensure alignment with published CE regulations
 Maintain student grade spread sheets and assignment submission logs in line with the expectations of the validating university
 Oversee the booking of study trips and associated travel itineraries for faculty and students and liaise with the Finance Department as necessary to ensure costs are within budget
 Co-ordinate external marking of theses
 Co-ordinate cataloguing exam bookings (i.e. room bookings, transportation of objects and insurance) and supervise equipment and exam script preparations
 Analyse data and create reports on academic progression for internal and external reports
Quality Assurance
 Assist the Director of Quality with the operation of  Quality Assurance, to make significant contributions to the development, monitoring, review, management and implementation of our quality assurance policies and procedures and associated administrative systems
 Support the Management team to maintain the relevant academic information in programme handbooks and CE Regulations and ensure they are kept up to date
 Work collaboratively with the Director of Registry and Student Services and Student Services Officer to fulfil the CE Student Engagement Policy
Data, Information, Analysis and Reporting
 Assist with the implementation of a new student records system which will incorporate all applicant, student and academic records. Oversee a training programme for users of the system and, once established, ensure the continued effective operation of the system
 Regularly review the quality of data within the student management system by preparing a standard set of exceptional reports highlighting errors in student records 
 Monitor and maintain relevant sections of the Virtual Learning Environment to ensure currency and accuracy
 Assist the Director of Registry and Student Services with the submission of data to HESA, HEFCE and DLHE as required
 On an annual basis undertake a self-evaluation exercise to determine the efficiency and effectiveness of existing procedures and how they might be improved to meet reporting requirements. Prepare a short report on this to be included in the annual monitoring reports 
Customer service  In collaboration with all colleagues, ensure that minimum service standards are adhered to and exceeded where possible
Teamwork
 Provide pro-active support across the wider Registry and Student Services, team providing back up to all roles where necessary
 Be an active member of the team and any forums or committees as necessary
 
Enhancing Christie’s Education brand
 Represent Christie’s Education externally and ensure the good reputation of Christie’s Education both internally within the Christie’s group, and externally 
 
KEY PERFORMANCE INDICATORS 
Business Outcomes
 Effective and timely delivery of reports
 Analysis and reporting of student data
 
Business Processes
 Compliance
 Data Integrity
 Adherence to best practise processes
 
People & Behaviours
 Maintains professional standard of dress, communication and behaviour as befits an ambassador of Christie’s
 Team player 
 Supportive of colleagues at all levels
 
SKILLS & EXPERIENCE
 
 University degree, minimum 2.2
 Minimum of 2 years relevant experience
 Advanced knowledge of Microsoft Office including Word, PowerPoint and Excel 
 Second language an advantage
 Excellent spoken and written English
 High level of accuracy/attention to detail 
 Strong analytical skills and demonstrable experience in statistics or related fields
 Commitment to continuous improvement and best practice
 Ability to work collaboratively
 Strong organizational skills with an ability to work to tight deadlines and to manage multiple tasks and requests 
 Proven ability to work both independently and under supervision
 Excellent communication and interpersonal skills
 Strong client service skills

Closing Date:19th November

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