Full Time, Fixed term until 31 January 2017 in the first instance.

Transcription

1 JOB DESCRIPTION Post Assistant Academic Registrar Job Family Specialist, Professional and Administrative Grade 6 Role code AAR001 Status Full Time, Fixed term until 31 January 2017 in the first instance. Contract Type Specialist, Professional and Administrative Reporting to Academic Registrar & Director of Academic Services AIMS AND RESPONSIBILITIES OF THE ROLE To organise, manage and operate a high level secretariat, servicing all formal committees up to and including the Academic Board of the college. To provide advice and guidance on relevant statutory and regulatory policy relevant to the provision of this service. To ensure consistency of approach across the secretariat s portfolio. To produce a variety of reports and analyses and undertake research relevant to the work of the Secretariat. To act as the Deputy Data Protection Officer and Deputy Freedom of Information Officer for the School and assist the Academic Registrar in the undertaking of these statutory responsibilities. To work alongside the Academic Registrar in the handling of student complaints and appeals. To undertake independent project work as required by the Academic Registrar. TANGENTIAL WORKING LINES Academic staff Administrative and support staff EXTERNAL LIAISON The Information Commissioner s Office, The Office of the Independent Adjudicator for Higher Education Other external statutory bodies, as required by the Academic Registrar. Job Description Page 1 of 10

2 DUTIES AND RESPONSIBILITIES The range of responsibilities and duties of this role will include the following, although priorities may change in line with the development of the role and other duties may be allocated from time to time. Liaison and Networking Act as the primary holder of knowledge relating to committees within the college, both with regard to their proper operation and to the details of their business. Work closely with academic staff, including those at a senior level, in the organisation, running and follow up of committees. Work closely with other departments, administrators and other staff where this is dictated by the needs of the secretariat. Work closely with Student Representatives to ensure the smooth flow of student business to the appropriate for a. Provide an annual induction on committees to Student Representatives and Course Committee Chairs. Provide advice to colleagues on the Data Protection and Freedom of Information Act. Deal sensitively and with knowledge and authority in the handling of student complaints and appeals. Liaise with the Office of the Independent Adjudicator for Higher Education as needed in the handling of escalated student complaints and appeals. Maintain up-to-date knowledge of best practice in the sector relating to the work of the post and create and maintain external networks in the sharing of knowledge and experience. Planning & Organising Assist in the creation of the annual calendar of committees, which includes liaising with colleagues at a high level and influencing senior decision-makers to enable a coherent annual cycle of events and logical distribution of workloads. Take an institutional lead in the setting of policy in relation to the secretariat, which includes being responsible for the annual updating of the Committees Handbook, working closely within and contributing to the college Academic Regulations. Be responsible for annually updating the membership and Terms of Reference of committees, liaising with chairs and organising elections were necessary. Ensure that committee chairs and members understand the Terms of Reference, etiquette and scheduling of their fora. Ensure the timely and accurate production of agenda, minutes and other committee-related documentation, liaising closely with, but not reliant on, committee chairs. Ensure the proper tracking, recording and completion of matters arising and action points. Be responsible for the planning and coordination of course committees, including organising and running an induction event. Take a lead in managing and resolving issues of conflict and divergence of opinion in relation to the accuracy of minutes. Job Description Page 2 of 10

3 Contribute to processes and systems pertaining to Data Protection and Freedom of Information, ensuring that statutory responsibilities are met with a minimal administrative burden. Information Review, Analysis and Scholarship Teamwork & Motivation Service Delivery Take the institutional lead in the creation of policy and regulation as it pertains to the college secretariat and related business. Create reports and other forms of committee-related documentation, as dictated by the needs of the chair and the business of the particular forum. Deal with often complex cases relating to student complaints and appeals, making judgements on the evidence available and ensuring fair and proper outcomes are reached. Form close working relationships with committee chairs, facilitating productive and symbiotic working practices that are consistent across the secretariat. Provide support and training to other staff involved in the creation and maintenance of records and minutes for other fora across the college, both formal and informal. Create and maintain standards and templates relating to committee work across the School. Act as a champion for the work of the secretariat within the college, promoting good practice in the operation and clerking of all fora, both formal and informal. Independently maintain the highest standards in the production of all committee-related documentation. Play a role in the Academic Administration management group and work closely alongside colleagues to promote and develop the department. Secretariat Define service-level standards and facilitate agreement with and adherence to these standards, which will involve sometimes complex interpersonal and hierarchical relationships. There will be an expectation that agenda (including associated papers) and minutes will be distributed according to a service level agreement (envisaged to be 5 days in advance of the meeting and 3 days following it, respectively). Work closely with chairs according to the agreed servicelevel standards, identifying issues and enabling a consistency of approach throughout the secretariat. Prepare agenda and committee papers. Undertake research and provide information to the committee, as directed by the chair. Write minutes and reports, independently, efficiently and to a consistent and highly articulate standard. Follow up actions and other matters arising, ensuring timely completion of committee business. Keep members informed of committee schedules and expectations. To ensure that accurate records and archives of the School s committee business are kept. Job Description Page 3 of 10

4 To ensure that all committees are represented within the School s online presences. The committees for which responsibility will be held include: o Academic Board o Course Committees o Equality and Diversity Committee o Faculty Board o Honorary Degrees and Fellowships Committee o Research Degrees Committee o Research and Ethics Committee The above list may change, but it is envisaged that the post holder will have a minimum of one committee each week during the School s term-time and in some weeks several committees to minute whilst preparing for committees in the following weeks. To act as secretary to additional ad hoc working groups and other fora as appropriate. You will assist in work related to institutional audit(s). General To independently handle Freedom of Information requests, ensuring proper records are kept and statutory deadlines are met; To assist in the handling of Data Access Requests; To manage student complaints and appeals, including acting as investigation manager and making final decisions on cases. To assist colleagues in the Academic Administration as a whole in the annual cycle of student administration by contributing to activities such as enrolment and graduation and any other such duties as required. Pastoral Care and Welfare Team Development Initiative & Problem Solving Assist with staff investigation procedures as required by HR. Contribute as needed to procedures relating to student health and wellbeing. Develop close working relationships with members of the Academic Administration management team; Establish and promote fora for the sharing of best practice between committee chairs, monitoring service-level standards and ensuring cohesion across the college; Take the lead in the induction and training of new committee chairs and members, including student representatives. Proactively seek to develop the role of Assistant Academic Registrar in relation to the activities of the Academic Registrar. Conducting front-line triage of student complaints, appeals as well as FOIs and other enquiries, routing them to the right process or officer and advising senior colleagues accordingly, and using initiative where there is lack of precedent Contribute to problem solving within the academic administration and the broader academic registry and student support teams Job Description Page 4 of 10

5 Decision Making Process & Outcomes Work Environment Offer advice and suggest solutions to Committee chair s in relation to agenda forming and preparation, minuting and the coordination of actions and other matters arising. Make independent decisions within delegated area of authority When required, to act up and take immediate front-line decisions on behalf of the Academic Registrar Take responsibility for the health and safety of self and others at all times. Behave in accordance with School codes of conduct and actively draw colleagues attention to relevant regulations and responsibilities to maintain a safe and inclusive working environment; These guidelines are provided to assist you in the performance of the contract. Central is a dynamic organisation; therefore changes may be required from time to time. Any changes will be made in consultation with the post-holder. The Duties and Responsibilities are not intended to be an exhaustive list of tasks performed. Other associated tasks are likely to be performed as directed by the line manager. It is accepted that individual staff will have the specialist skills and knowledge base in relation to the role they have been appointed to. In addition to this Central expects that all staff will conduct themselves in a professional and courteous manner at all times and have particular regard to their responsibilities under the Central s Equalities, Financial, Human Resources and Health and Safety policies and procedures. Job Description Page 5 of 10

6 Person Specification Competency Type / Desirable Knowledge and Educated to at least degree Experience level or equivalent. Postgraduate qualification. Desirable Evidence form/certificates Substantial experience of working within a Higher Education institution. Substantial experience of working within a committee secretariat, including at a senior level (Academic Board or equivalent). A detailed understanding of Higher Education institutional structures and regulatory frameworks. Advanced Microsoft skills. Office Liaison and Networking The ability to build and develop strong and effective working relationships with staff at all levels. Planning Organising & The ability to negotiate and manage conflicting views in the creation of accurate minutes. Flexibility to arrange working hours around the need of the secretariat. The ability to manage time, juggle tight and sometimes conflicting deadlines and prepare effectively is essential. There will be an expectation that agenda (including associated papers) and minutes will be distributed according to a service level agreement (envisaged to be 5 days and 3 days respectively). Job Description Page 6 of 10

7 Information Review, Analysis and Scholarship The ability to quickly assimilate new information and express this articulately and with an extremely high level of accuracy. The ability to independently create high-level reports and other analyses. Teamwork Motivation & An outgoing personality, able to work with staff at a range of different levels. Communication Experience in communicating at all levels within an organisation. Excellent interpersonal and communication skills with the ability to convey complex information in a clear and accurate manner. Decision Making Process & Outcomes The capacity, enthusiasm, energy and willingness to meet challenging demands, work to regular and consistent deadlines and to initiate and sustain improvements in service. This job description has been assessed by the School s job evaluation process. Job Description Page 7 of 10

8 Behaviour Role model Personal credible Characteristics Has a deep sense of own core values and operates within personal boundaries. Encourages others to act in line with Central s standards and frameworks holding people accountable for their actions. Provides advice and guidance to colleagues, building a reputation as a reliable source of collegiate support. Builds trust of colleagues by consistently giving carefully thoughtthrough advice. Interpersonal skills Promotes harmony and consensus through diplomatic handling of disagreements and potential conflict. Will convey tough messages and unpopular decisions in a way that is clear but acceptable to others. Influencing skills Identifies key players who are instrumental to influencing particular situations and enlists their support. Addresses potential and anticipated reactions and resistance by using a flexible communication and influencing approach. Driven to deliver Leads delivery at a team level by prioritising, setting clear milestones and establishing unambiguous measures. Gathers arguments/points of view into a logical case. Regards change as the opportunity to review practice, learn and improve service. Change focus Maximises the opportunities for change to develop self and others improve services. Knows about likely changes and formulates plan to maximise the benefits and reduce any possible negative impact. Curious Decisive thinker Collaborative Keep up to date with issues and trends and brings insights back into the organisation to evolve and improve advice and solutions. Evaluates information from multiple sources, applying intuition and judgement to weigh their value and relevance to the decision at hand. Makes time to get to know individuals, listens to and builds understanding of their skills, interests and motivations to work together more effectively. Builds a sense of team spirit, encouraging shared ownership of objectives and deliverables. Job Description Page 8 of 10

9 TERMS AND CONDITIONS OF EMPLOYMENT Contract type Full time, Fixed term until 31 January 2017 in the first instance. Remuneration Grade 6: 38,126-44,634 pro rata per annum, including London Weighting. Eligible for annual increments, subject to satisfactory performance. The maximum amount of annual increments per Grade is 5. Employees are appointed to the first increment of the advertised pay Grade. Hours of work Location Period of notice Subject to the Working Time Regulations, full-time employees are required to work such hours as are reasonably necessary in order to fulfil the duties and responsibilities of the post with minimum on-duty hours of 35 hours per week. Swiss Cottage 8 weeks notice in line with maternity regulations. EMPLOYEE BENEFITS Annual leave Pension Death in service Staff development Season ticket loan Salary sacrifice schemes All full time role holders are entitled to 35 working days pro rata per annual leave year. This amount is inclusive of seven closure days taken around public holidays in December, January, March and April. Central operates the Local Government Pension Scheme for all Specialist, Professional and Administrative staff. All staff benefit from Central s Death in Service scheme. Central pay the whole costs of the scheme which is insured with a leading insurance company. The scheme provides a capital sum, payable in the event of your death before your Normal Retirement Date of two times Basic Salary at the date of your date, payable to your beneficiaries, or to your estate. Cover is provided 24 hours a day, and death for any reason. Central has an appraisal scheme in place that aims to provide a focussed, evaluative review of employee performance against agreed objectives. The objectives are drawn from the Corporate Plan and other related documents for the year ahead. The appraisal process is also used as an opportunity for individuals to discuss training and development needs with their line manager. All employees are eligible to apply for an interest free annual season ticket loan. Central operates the Childcare Voucher and Cycle to Work salary sacrifice schemes. Job Description Page 9 of 10

10 APPLICATION PROCEDURE Please send your application form as a word or PDF attachment to: jobs@cssd.ac.uk Central aims to shortlist all applications within 2 weeks of the advert closing date. If you do not hear from the HR department within this timeframe, please assume that your application has been unsuccessful. Closing date 9am on Friday 17 June 2016 Please note applications which are received after this time will not be accepted. Interviews Friday 1 July 2016 A formal offer will be made to the successful applicant, subject to satisfactory references. The successful candidate will be expected to be available to commence employment as soon as possible. Please note that Central does not reimburse travel expenses. The Royal Central School of Speech and Drama is dedicated to Equal Opportunities in employment and seeks to achieve diversity amongst its staff to reflect the community it serves. Job Description Page 10 of 10