JOB DESCRIPTION Post: Directorate: Responsible to: Responsible for: Registrar Academic Registry Director of Academic Development Head of Student Support, Deputy Registrar (Information Systems), Senior Registry Administrator, three Registry Administrators, Telecommunications Co-ordinator, Registry Assistant (switchboard) Grade: 10 Key contacts: Directors, Deans, Heads of Programme, School Administrators Background: The Royal College of Art is the only entirely postgraduate institution of university status devoted to research and knowledge exchange, teaching and practice in art, design, communication and humanities. Its international reputation for excellence in teaching, practice and research has been recognised for two successive years by the highly regarded QS World Ranking survey, with the College as the world's number 1 art and design university in both 2015 and 2016. In 2016/17 the College will have some 1,780 students registered for MA, MRes, MPhil and PhD degrees. It is anticipated that the student numbers will grow to 3,000 by 2021. The College is located on two sites in central London, in Kensington and Battersea. The campus in South Kensington includes among its neighbours Imperial College London, the Victoria & Albert Museum, the Royal College of Music, the Natural History Museum and the Science Museum Group. The Battersea campus comprises the Sculpture, Dyson, Woo and Sackler buildings, and is home to the schools of Fine Art and Material, as well as InnovationRCA, the knowledge exchange and commercialisation centre of the RCA. The Higher Education Funding Council for England (HEFCE) recognises the worldleading, small, specialist institution status of the College through its exceptional funding stream which in 2016/17 will equate to 6m. Its excellence in teaching and research has been consistently recognised as being of the highest standing. The REF 2014 results cemented the RCA's position as the UK s leading university of art and design. Crucially, the College was rated 100% score 4* and 3* in both impact and environment. 1
The Academic Registry: The Academic Registry aims to enhance the student experience and support the College in achieving its goals through the development and support of a creative and flexible academic and regulatory infrastructure and an effective and responsive student administration. Its team of 21 works in two departments to deliver an efficient and userfocussed service to staff, students and partner institutions in the following areas: (i) Registry Registry supports the students academic experience from application though to graduation including admissions, registration, fees assessment, Tier 4 compliance, administration of UK and USA government loans, assessment, graduation, production of transcripts and certificates and support for complaints, appeals and academic offence panels. Registry also provides academic management information and submits statutory returns to HESA and HEFCE. The introduction and implementation of a new Student Records System and an end-toend electronic recruitment portal service will be priorities for the Registry team in 2016/17-2017/18. (ii) Student Support The student support team provides an extensive applicant and student advice service with specialist advisors and tutors dedicated to: welfare and disability (including specialist dyslexia support), international students (visa advice, orientation to London and UK study), finance and scholarships, and pre-sessional and in-sessional courses for English for academic purposes. The team provide an on-site professional counselling service, supported by an external company, and work with partner institutions to provide specialist support for occupational health advice, accommodation services, and chaplaincy and faith facilities. A priority for the student support team in 2016/17-2017/18 will be to ensure that the service is structured to provide a professional and responsive service which is scalable for up to 3,000 students. Purpose of the post The Registrar will: provide leadership and managerial direction across the range of Academic Registry functions to support the Strategic Plan including the identification and monitoring of key performance indicators; staff recruitment and development; budgetary planning and management; lead on the service planning and development of the Academic Registry functions in preparation for the expansion of the College to up to 3,000 students on multiple sites and in collaboration with UK and international partner institutions; work pro-actively and collaboratively with teams across the Academic Registry and the wider College to champion continuous improvement and enhancement of academic support services. 2
Main Duties and Responsibilities (iii) Leadership and management Lead the effective operation of the Academic Registry functions; managing the registry directly and delegating management responsibility to the head of student support for their area whilst retaining senior-level accountability and strategic oversight; Line manage the Student Support Manager, Deputy Registrar (Information Systems), Senior Registry Administrator, 3 Registry Administrators, Telecommunications Coordinator and Registry Assistant (switchboard); Manage the allocation and deployment of Academic Registry resources: staff, accommodation and funds. Ensure that robust metrics and key performance indicators are devised, developed and used effectively for each of the Academic Registry teams in support of the Strategic Plan. Ensure that appraisals, setting of objectives and staff development plans are carried out in alignment with College priorities, and in a timely fashion. (iv) Services and systems Manage service review projects within the Academic Registry, championing excellence in delivery, a positive service culture and ensuring that outcomes are delivered on time and to budget. Oversee the review and enhancement of student recruitment and admissions processes to ensure that they align with the College s Recruitment Strategy. Lead the implementation of an external on-line student recruitment portal service. Lead the development, oversight and implementation of a new student records system which will incorporate all applicant, student and academic records; to oversee a training programme for users of the system in the central administration and in Schools and, once established, ensure the continued effective operation of the system. Recommend the development of new services or processes as required to support the changing requirements of the College. (v) Regulatory requirements Ensure compliance with relevant statutory and regulatory requirements such as the submission of data to HESA, HEFCE (including HESES) and DLHE; Ensure compliance with the responsibilities of the College s UK Visa and Immigration (UKVI) Tier 4 sponsorship licence and to act as the College s Key Contact for all licences; 3
Ensure that the College s academic and regulatory framework supports the ambitions of the Strategic Plan to develop new modes and formats of academic delivery, conforms to external requirements and assures the standards of its awards; Advise staff and students on the implementation of the College s academic and regulatory framework. (vi) Management information Oversee the provision of management information in relation to student numbers to facilitate effective planning for growth and the monitoring of data relating to admissions, progression and attainment (including recruitment trends and patterns, recruitment forecasts and retention forecasts); Determine, in consultation with senior colleagues, the target numbers by school and programme to meet the College s plans for growth 2016-21; (vii) Operational Manage the day-to-day operation of the registry to ensure effective: - processing of student applications, offers, fee status assessments, admissions, registration, leaves of absence and withdrawals; - administration of postgraduate loans and US government loans; - academic record keeping; - academic administration and support for applicants, students, staff and partner institutions; - efficient and secure processing of results and conferment information along with the notification of final award results and the provision of accurate transcripts; - organisation of the College s graduation ceremony (currently one per year but expected to increase as student numbers grow); Provide high level, expert advice in relation to relevant aspects of the work of the Academic Registry, for example, in relation to complex student cases; Chair meetings of the Academic Board for Concessions and Discipline which considers all student matters relating to admission, progression, examination, appeals and academic offences; Manage the process for student complaints and appeals to agreed timescales, including liaison with the Office of the Independent Adjudicator (OIA) as required; Chair meetings of student academic offence panels to agreed timescales. (viii) Communication Oversee the production, maintenance and accuracy of Academic Registry areas of the College s website; Ensure effective communication between the Academic Registry, the Rectorate, the Deans Group, School Administrators and operational and support functions including 4
Human Resources, Finance, Information, Learning and Technical Services (ILTS), Buildings & Estates and Health & Safety. Ensure that College policies are communicated to and complied with by all members of the Academic Registry. Deputise for the Director of Academic Development as required. (ix) General Undertake continued professional development and engage with national and international institutional and professional networks related to the role of Registrar and the academic administration of small and specialist institutions (e.g. Academic Registrars Group, MASHEIN); Represent the College externally ensuring constructive engagement with relevant sector bodies such as the Office of the Independent Adjudicator, Student Loans Company and UKVI. It is essential to the development of the Academic Registry function that the role holder is able to respond flexibly and positively to changes in the requirements of the post. This job description is therefore a guide to the type and range of responsibilities the role holder will be expected to undertake and the duties of the post may be altered from time to time to meet changing operational requirements. Person specification Essential: Educated to first degree level in a relevant subject (such as business or HE management) or equivalent; Significant experience in a comparable leadership role in an HE academic registry environment; Full understanding and working knowledge of UK HE policies, practices and academic regulations in relation to student administration, student welfare and support; Experience of effective staff management including performance and appraisal management; Excellent numerical and analytical skills with the ability to use digital technology to support business processes and record keeping, analyse complex problems and recommend and execute appropriate solutions; Ability, capacity and willingness to adapt quickly to changing pressures and demands, to apply experience to new or unfamiliar challenges, to plan, prioritise and organise own workload effectively and that of others, to meet deadlines and get things done and to initiate and sustain improvements in service; Significant demonstrable operations management experience as well as evidence of process management, development and review; Significant experience and a detailed understanding of student records systems and data management; 5
Demonstrable knowledge of compliance and understanding of UKVI requirements; Demonstrable effective interpersonal skills including negotiating, persuasion and influencing skills; Ability, drive and personal presence to establish effective working relationships, engender engagement with key stakeholders (internally and externally) and have the political acumen to be effective at a senior level within the College; Strong IT skills and the aptitude to learn new systems; Membership of relevant educational and/or professional bodies and networks; Evidence of commitment to continuous professional development; Commitment to equality of opportunity and diversity with the ability to work harmoniously with colleagues and students of all cultures and backgrounds. Desirable Project management skills; An understanding of, and experience in, student support services in higher education. 6
ADDITIONAL INFORMATION Location Kensington, London. Salary Salary working 35 hours per week: 51,814-57,973 per annum inclusive of London Allowance. Normal hours will total 35 per week over 5 days, 9.30am to 5.30pm with an hour each day for lunch The appointment is permanent subject to a probationary period. A contributory defined benefits pension scheme and interest free season ticket loan are available. Holiday entitlement 30 days annual leave plus extended breaks at Christmas and Easter. 7
PAY & BENEFITS Pension The Royal College of Art is a member of the Superannuation Arrangements of the University of London (SAUL) which is a contributory defined benefit pension scheme. The college will contribute a sum equal to 16% of your salary while you pay 6%. Holiday 6 weeks (30 days) paid leave a year plus bank and public holidays normally observed in England and Wales. In addition, the college is normally closed for six days a year, one day either side of Easter and the remainder between Christmas and New Year. Part-time staff will be entitled to the pro rata equivalent. Season ticket loans Interest-free loans are available for staff to purchase annual season tickets. Enhanced maternity and adoption pay Qualifying employees are entitled to enhanced maternity/adoption pay: 26 weeks full pay, 13 weeks Statutory Maternity/Adoption Pay. This compares to the statutory provision of 90% of average pay for 6 weeks followed by Statutory Maternity/Adoption Pay for 33 weeks. Enhanced paternity pay Qualifying employees are entitled to two weeks paternity leave entitlement at full pay. This compares to the statutory provision of two weeks pay at the statutory rate. Enhanced sick pay Occupational sick pay after six months service is three months full pay/three months half pay. 24/7 confidential support Staff and their household members have access to a free, external confidential support service for work, financial, legal, family and personal problems 24 hours a day, 365 days a year. Occupational health Occupational Health support for the College is provided by Imperial College s occupational health service at their South Kensington Campus. Cycle to Work Scheme The Royal College of Art has signed up to the Cycle to Work Scheme part of the government s Green Transport Initiative which allows employees to make significant savings on purchasing new bikes and safety equipment. Childcare Vouchers The Royal College of Art enables staff to purchase childcare vouchers, through its partner Edenred, as a salary sacrifice scheme. 8
Life Cover Active members of the SAUL pension scheme automatically receive life cover. A lump sum of four times your salary together with a refund of your contributions and a 2/3 pension for your dependent/spouse is payable should you die whilst in employment. Library All staff are welcome to join the college library. Events All staff are welcome to attend exhibitions, lectures and private views held by academic schools and programmes. 9