College Education Officer

Advert

College Education Officer - Registry Operations

We are looking for a proactive and highly organised individual to join Registry Operations as a College Education Officer. This role forms a pivotal link between academic colleges and Registry Operations, driving collaboration, and enhancing student-focused processes. If you're passionate about improving educational experiences, facilitating effective communication, and championing continuous improvement, this role is for you.

You will need to be an excellent communicator and a problem solver with the ability to deal with competing demands and priorities. Use your skills and expertise to support Registry Operations managers and ensure a seamless customer focused approach, whilst progressing your career and contributing to creating a positive impact in higher education.

A key focus for this role is to assist the department to develop strong working relationships with key contacts in the Schools and Colleges. You will assist with the design and delivery of processes that support the student lifecycle. The role will suit someone who enjoys a varied task load and will thrive in a busy team.

The post is full-time (35 hours per week) and open-ended.

Salary:  £32,332 - £34,980 per annum (Grade 5).

Date advert posted: Friday, 26 April 2024

Closing date: Sunday, 12 May 2024

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

Job Purpose

• To provide a link between the relevant College and Registry Operations.
• Liaise with and work in partnership with the Head of Student Operations, College Education Managers, and other Registry Operations services.
• Support and advise on areas to be enhanced in processes used by schools and colleges, to review customer service practices and to recommend areas for continuous improvement.
• Be the first point of contact for school Education services and develop effective communication processes to understand their requirements, translate them into tangible policies and procedures to support and improve Registry Operations processes.
• Continually monitor data quality, provide expert and technical advice to schools/colleges, providing guidance on regulations, processes and procedures as required.
• Proactively provide a customer service approach which assesses the requirements of the customers, provides appropriate levels of support and training, and reflects Registry Operations values and behaviours.
• Support Registry Operations Managers to review and process special student cases in accordance with regulations and in conjunction with College Deans and appropriate College and University Committees.

Key Duties

• Provide professional advice and guidance on Registry Operation processes and procedures to internal and external customers, using judgement and creativity to suggest the most appropriate course of action where appropriate, and ensuring complex and conceptual issues are understood.
• Investigate and analyse specific issues within the College creating recommendation reports to enhance the student experience. Ensure that the provision of customer service excellence is delivered to the University, proactively changing the delivery according to customer requirements.
• Instruct and guide other employees across the University in relation to improvements and revised processes and procedures. Developing and delivering training as required.
• Collaborate with others to make recommendations for development of established processes and procedures.
• Establish working relationships with key contacts, developing appropriate communication links with the University’s Schools/Directorates and outside bodies as required.
• Create specific working groups from colleagues across the University to achieve College and Registry objectives.
• Supervise specific project teams on an occasional basis to accomplish key objectives.
• Undertake a variety of administrative duties to support the department.

General Duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• Abide by University policies on Health and Safety and Equality and Diversity.
• Perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

WHAT YOU WILL NEED TO BE ABLE TO PERFORM THIS ROLE (PERSON SPECIFICATION)

There are usually certain skills, qualifications, or experiences that any employee should have before they can be considered for a role.  Some of these will be essential and you would not be able to perform the role without them, but some are desirable.

It is the University’s policy to use the person specification as a key tool for short-listing. Candidates should evidence that they meet ALL the essential criteria as well as, where relevant, the desirable. As part of the application process, you will be asked to provide this evidence via a supporting statement.  You should do your best to show clearly how you meet all the essential criteria by giving examples of how, when and where you have performed the required actions before.  You can draw on elements from any aspect of your life, such as education, work, home, or community life, as long as you focus on its relevance in comparison to the needs of this job.  Please ensure that the evidence you are providing corresponds with the numbered criteria outlined below. Your application will be considered based on the information you provide under each element.

To start your Supporting Statement, simply copy and paste the next section into a separate document, writing your answers and examples at each point.  Save the document with the title YOUR NAME – 18466BR – JOB TITLE and attach it to your application on the recruitment system.

Essential Criteria

Qualifications and Education

Degree/NVQ 4 or equivalent Professional membership/experience

Knowledge, Skills and Experience

Experience of working in a Higher or Further Education environment

Able to demonstrate professional knowledge of academic regulations to give advice and guidance to internal and external customers 

Ability to set up standard office systems and procedures and make improvements as appropriate

Customer Service, Communication and Team Working

Ability to communicate conceptually detailed and complex information effectively and professionally with a wide range of people

Evidence of ability to explore customers’ needs and adapt the service accordingly to ensure a quality service is delivered

Planning, Analysis and Problem solving

Evidence of ability to solve expansive problems using initiative and creativity; identifying and proposing practical solutions and resolving problems with range of potential outcomes

Evidence of demonstrable knowledge of key advances within Higher Education academic support services.

Evidence of ability to work unsupervised to deadlines, planning and setting priorities for own work, and that of others, and monitoring progress.

Other

A willingness to undertake further training and development

Desirable Criteria

Postgraduate/Professional qualification

Fluency in Welsh, written and oral

Additional Information

As part of the ethos of a customer service environment, the role holder will be expected to demonstrate a flexible approach to delivery of Registry Operations and College objectives.

Job Category

Management & Executive