Academic Registrar and Director of Academic Services

JOB DESCRIPTION Post Academic Registrar and Director of Academic Services Job Family Executive Management Grade Level 3b Status Full Time Contract Type Permanent Reporting to Dean of School AIMS AND RESPONSIBILITIES OF THE ROLE Reporting to the Dean of School, the Academic Registrar and Director of Academic Services is part of the School s Executive Management Group (the senior subgovernance management group in the School) as well as of the Dean s senior academic leadership team. Working closely with colleagues in the Academic Faculty, Human Resources, Finance, Marketing and Estates, the role-holder: Develops strategy and holds senior accountability for the management, and related staff, processes and systems, of the following mission-critical areas of the college: o Quality Assurance and Enhancement o Student applications, offer, admissions and registration processes o formal student procedures, including complaints, appeals, disciplinary matters, withdrawals, examinations, progression and graduation o student and graduate statistical reporting, analysis and statutory returns o academic record keeping o academic administration and support o student advice, wellbeing and support services In liaison with the Deputy Principal and Clerk to Governors, coordinates and leads on regulatory frameworks, statutory compliance and responsibilities (including Data Protection, Freedom of Information, Intellectual Property, Competition and Markets Authority matters and Prevent); Liaises with the Student Union on student-related matters; Job Description Page 1 of 12

Works closely with the Dean, the Deputy Principal and the Director of Research in strategizing and ensuring optimum planning and preparations for relevant audits and reviews (e.g. TEF; REF; review of institution-specific targeted funding); Ensures students and staff receive a high quality service in terms of academic administration, regulatory compliance and record keeping; Proactively engages with sectoral and statutory developments, analysing issues, alerting and advising key groups and individuals of appropriate actions to be taken, leading on responses to relevant consultation and the preparation of relevant bids and applications; Works closely with the Head of Outreach on the formulation and monitoring of the School s OFFA Access Agreement; Works closely with the Dean of School and the Director of Research in ensuring efficient administrative support for the delivery of the Academic Strategy and associated sub-strategies; Represents the college in relevant external networks and ensures a culture of continuing development and success in relation to academic administration. REPORTING ON THE WORK OF Reporting to the Dean of School and working closely with the Deputy Principal and Clerk to Governors, the post holder will be responsible for the management, development and performance of the Academic Administration department and will also contribute to the strategic direction and overall operational management of the college as a whole (via membership of the Executive Management Group). S/he will lead their own team of section heads, including: Head of Quality Assurance and Enhancement Head of Academic and Student Services Head of Admissions and Student Recruitment Academic Data and Systems Manager Assistant to Academic Registrar TANGENTIAL WORKING LINES Director of Learning, Teaching and Student Experience Director of Research Director of Finance Director of Human Resources Director of Development and External Affairs Heads of Department (Technical Support, Academic Facilities and Central Services, Head of Library, Head of Outreach, Head of IT) Deputy Dean (Academic) Deputy Dean (Faculty Management) Academic Staff EXTERNAL NETWORKS University of London CUK UUK Relevant professional associations (e.g. Academic Registrars Council, AUA) Job Description Page 2 of 12

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 Planning and Organising Information Review, Analysis and Scholarship To work closely with the Directors of Learning, Teaching and Student Experience, Research, Development and External Affairs, and the Student Union President, to ensure that data related to employability, public engagement, impact, social mobility, student engagement, learning gain and so on, is effectively collected, managed, benchmarked and reported. To attend meetings within the School as required and national events where appropriate. To participate in and take the lead in national and international institutional and professional networks related to the role of Academic Registrar and the academic administration of small specialist institutions and/or drama conservatoires (.e.g. Conservatoires UK, MASHEIN) To liaise with and lead in the drafting of Memoranda of Cooperation and other itemised agreements with national and international educational and arts partners, sometimes requiring national and international travel. To maintain and update five-year forecasts in relation to student numbers (including recruitment and retention forecasts), liaising with the Deputy Principal and the Director of Finance To contribute to the shaping of the School s Strategic Plan and Corporate Planning Statement and to ensure the preparation of relevant targets and KPI s within the Academic Administration. To lead on the provision of KPI information for the purposes of Academic Governance assurance To continually develop and manage all aspects of the wide remit of the Academic Administration, taking an institutional lead in all matters relating to academic administration and student support services. To lead on issues relating to Health and Safety and Risk within the Academic Administration. To manage the budget for the department and oversee the administration of those budgets handled by it (approximately 2 million) To manage the organisation of the annual Graduation Ceremony. To take the senior lead in ensuring that the Schools QAE, data management, profiling and benchmarking systems are fit for purpose in relation to the Teaching Excellence Framework, Research Excellence Framework and periodic reviews of institution-specific, targeted funding. To provide information about and summaries of new UK and EU developments that impact on the administrative and support activities of the School. To take the lead in the shaping and continuous review and enhancement of the School s Academic Administration. To lead on the response to sectoral and other consultations where relevant. To prepare policy and review papers as required Job Description Page 3 of 12

Service Delivery Leadership and Team Development To submit and subsequently manage the annual budgets of the Academic Administration. To act as a member of the Executive Management Group, the most senior sub-governance management committee of the college. To lead the effective operation of the School s Registry functions and Academic Administration. To ensure there is in place a coherent framework of School Regulations governing its academic affairs that conform to internal and external requirements (most specifically those of external quality assessment agencies and the University of London) and assure the standards of its awards. To oversee the School secretariat and personally advise the Principal in the preparation of agenda and as secretary to the Academic Board, the Conferment of Academic Titles Committee and the Honorary Degrees and Fellowships Committee. To oversee and represent to EMG the work of the Head of Quality Assurance and Enhancement, and to work closely with the Director of Learning, Teaching and the Student Experience in planning and resourcing quality enhancement. To ensure effective enrolment and re-enrolment of students in accordance with relevant internal and external procedures and regulations. To ensure the effective operation of the academic records system and the accuracy of management information provided by the Academic Administration. To provide assurance to Academic Board, Governors and the University of London on the proper conduct of examinations and other related academic matters. To lead on periodic Effectiveness Reviews of the Academic Board and its Committees To oversee the production of an annual Student Handbook and other relevant student materials and publications. To oversee the production and maintenance of relevant areas of the School s website. To coordinate and ensure effective and seamless communication on academic administration and student support issues across the institution. To ensure proper support is provided to international students and students with disabilities, as well as maintain high standards in other forms of pastoral student support. To manage student complaints, appeals and disciplinary cases, including liaison with the OIA and other statutory or legal entities as required by any particular case. To be the nominated Data Protection Officer and Freedom of Information Officer for the institution, and to oversee and develop the School s Intellectual Property Policy as it relates to curriculum and student work. To effectively delegate responsibilities to managers and section heads under the Academic Registrar s oversight and value their counsel, while retaining senior-level accountability and strategic oversight. Job Description Page 4 of 12

Initiative and Problem Solving Decision Making Process and Outcomes To provide excellence in leadership and management of the Academic Administration to ensure its effectiveness and efficiency within a best value framework. In particular to manage people, budgets, systems, processes and procedures and to secure high levels of performance. To ensure the appropriate implementation of the academic records system. Through this maintain, manage and develop the statistical database, in order to inform the senior management and governors, marketing, Faculty and the departments and meet the cyclical demands of HESA, HEFCE (including HESES), etc. To lead and maintain the Academic Administration s role in assessing the residency status of students, securing financial guarantees as appropriate, operating Disclosure and Barring Scheme checks as appropriate and assuring the appropriate management of student support funding (e.g. loans, hardship, bursaries). To ensure the regular provision of accurate management information to the senior management and governors of the college, as well as relevant external and statutory bodies. To ensure the efficient and secure processing of results and conferment information along with the notification of final degree and diploma results, and the provision of accurate transcripts. To manage the Academic Administration s staff appraisal and development programme, including conducting staff appraisals, to carry out any necessary staff developments and to participate in training, induction and staff development events. To develop and maintain effective business planning, management of change, and operational management for all services within the remit of the role. To lead on the interpretation of regulations and to coordinate advice, student appeals, complaints and disciplinary proceedings. As a part of EMG, to lead in the process of responding and adapting to new legislation, changes to funding and higher education policy. To play a senior role in emergency planning and management processes. To work with relevant senior colleagues in the identification and pursuit of opportunities for institutional advancement (including new partnerships, collaborations, funding bids etc.) To provide advice and guidance on administrative and support structures, systems and processes. To advise on international policies and frameworks where these affect the School s interests. To be a senior point of adjudication and review in student disciplinary investigations and complaints procedures As a senior member of staff, on occasion to conduct staff investigations. To lead on and Chair relevant staff recruitment processes Job Description Page 5 of 12

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 6 of 12

PERSON SPECIFICATION Competency Type / Desirable Knowledge and A postgraduate degree or Experience equivalent postgraduate (Expertise) professional qualification. Evidence Qualification certificate Substantial experience in a leadership role in HE Academic Registry environments and an in depth working-knowledge of an academic administration and student support. An extensive knowledge of recent HE sector developments and the national context Experience of working at a strategic level in developing policy within an HEI or within the broader HE sector A detailed understanding of, and experience in, student records systems, data management, KPIs, target setting, benchmarking and profiling Experience and evidence of recent CPD undertaken in dealing with difficult student issues, including complaints, internal and OIA appeals A detailed understanding of, and experience in, quality assurance and enhancement systems in HE. Experience of effectively managing staff in this area. This includes performance and appraisal management. A demonstrable sensitivity for academic probity and a good understanding of academic regulations and their application. Desirable Job Description Page 7 of 12

Experience of performing arts disciplines and/or small specialist HEI environment will be an advantage, but is not a requirement. The successful candidate must be sympathetic to the particular character of the School s work, however. Experience of managing committee administration and presenting reports in committees. Experience of managing a regulatory framework. Liaison and Networking Ability to lead on administration, management and assurance of policy compliance (for example Prevent, CMA, Data Protection). The ability to develop and maintain effective working relationships with colleagues and others at all levels within and outside the School and University. Planning Organising and The ability to be able to work at a corporate level and in the corporate interest Excellent organisational skills Excellent communications, presentational and practical administrative skills. High level process improvement and successful organisational and cultural change. Enthusiasm, vision and initiative along with the ability to work well and positively under pressure. Experience of running large scale projects and well versed in Prince II or other formalised project management approaches. Preferable Job Description Page 8 of 12

Information Review, Analysis and Scholarship Teamwork and Motivation Well-developed analytical skills, and excellent written skills. Accuracy and attention to detail are crucial to this role. Excellent managerial and interpersonal skills. The ability to build strong and effective working relationships with staff at all levels, students, visitors and partners and to relate to their needs. Strong departmental leadership and positive motivational skills Communication Experience in communicating at all levels within an organisation. Excellent interpersonal and communication skills and a commitment to providing excellent customer focused services Initiative Problem Solving and Ability to write cordial and effective formal communications in resolution or rejection of complaints or appeals To be resilient and professional during difficult and complex situations. This may include employee investigation matters and/or management of student complaints. Decision Making Process and Outcomes The capacity, enthusiasm, energy and willingness to meet challenging demands, work to deadlines and cost limits, and to initiate and sustain improvements in service. Understanding of the primacy of the academic mission of the School, the health and safety of its people, and of the student experience in decision making processes This job description has been assessed by the School s job evaluation process. Job Description Page 9 of 12

BEHAVIOURAL CHARACTERISTICS Ensures delivery across the School by inspiring others with energy and personal drive. Is agile and able to reprioritise objectives in line with the School s changing needs. Role Model Is able to successfully deliver objectives despite challenging internal and/or external circumstances. Commitment to diversity, inclusivity and ethical practice. Ability and willingness to lead by example in providing hands-on cover and assistance for the work of the department when necessary. Is future-focused and open-minded; seeks out evolving and innovative ways to add value to the business. Curious and courage to challenge Fosters inquisitiveness in the organisation, resulting in new lines of thinking, original insight and breakthrough ideas in the business. Challenges leader and organisational actions when inconsistent with espoused values, beliefs and promises. Skilfully navigates and copes effectively with business politics and is sufficiently self-reliant to be able to manage extended periods of isolation or relative unpopularity in order to achieve the necessary business ends. Decisive thinker Skilled influencer Confidentiality Collaborative Demonstrates the ability to analyse and understand data and information quickly. Uses information, insight and knowledge in a structured way to identify options, make recommendations and make robust and defendable decisions. Communicates in an authoritative, engaging and compelling way, leaving a clear and memorable message. Passion to contribute to the future strategy and work collegiately with the senior team. Is relied upon to skilfully balance the respect of confidentialities and the need to feed key messages to the organisation leaders. Has integrity, is ethical and has the ability to respect confidentiality. Promotes a collegiate culture that encourages difference and respects diversity. Builds active strategic partnerships with others functions, breaking down silos and territorial behaviour. Job Description Page 10 of 12

TERMS AND CONDITIONS OF EMPLOYMENT Contract type Remuneration Location Period of notice Full time, Permanent c 65k per annum Swiss Cottage 3 months. 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 a Local Government Pension Scheme. 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 death, 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 11 of 12

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 1 July 2016 Please note applications which are received after this time will not be accepted. Interviews Monday 18 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 12 of 12