Administrative, Academic & Registry Officer

ABOUT THE ROLE:
Study Group is looking for an individual to oversee data systems, plan and distribute timetables to students and centre staff, and provide management information. You will be part of the Student Experience Team, working alongside the existing Registry and Operations to support the centre's day-to-day administrative functions. The ideal candidate will be organized, possess strong ICT skills, and have an administrative background.

Key Responsibilities:
Data management

• Data inputting using both Office systems and Student Data Management systems

• Monitoring student attendance including producing attendance reports and dealing with absence requests

• Organizing student meetings with the Centre Management Team

• Creating engaging student facing information for the Virtual Reception

• Minute taking for meetings and Exam Boards

• Creating pro-forma letters for students e.g bank letters

• Dealing with general student queries – face to face, by email and phone

• Assisting with organizing student induction and events

• Assisting with the distribution of timetables

• Assisting with visa checks and compliance

• Assisting the Assessments Officer with preparations for assessments boards and progression monitoring

• Monitoring the out-of-hours emergency phone on a rota basis

• Any other duties as required by the Senior Coordinator and Senior Leadership Team

• To ensure data is uploaded and updated as required within the SMS

• To keep abreast of, seek out new ideas, and disseminate best practice related to data collection and analysis.

• Develop close and effective working relations with key partners Student Services and Admin department.

• Support students and staff with timetable related queries and problems.

• Assist colleagues with monitoring data on student usage of digital resources

• Collect and analyse data and feedback from a wide variety of sources to feed into the continuous enhancement strategies of the Centre and the Annual Monitoring Report.

• To assist in producing statistical analysis and reports as required.

• Produce reports, analysis and evaluation for all internal and external scrutiny processes as directed by the Head of Centre.

Scheduling

• To be responsible for timetabling classes, in conjunction with the relevant Academic Staff, using specialist software

• To liaise with relevant departments to ensure appropriate rooms are booked for ISC use

• To organise distribution of timetables to tutors and students, and ensure current versions are displayed on notice boards

• To ensure students are allocated to correct classes on electronic register system

• To reconcile and keep accurate classing data in the master spread sheet

• To manage ad hoc rooms bookings

General Duties

• To provide general administrative support for the Centre as required and cover admin duties for other members of staff when absent and during peak periods

• To foster productive relationships with the student body and other members of staff

• To assist the Management Team as required.

• To adhere to all compliance requirements in relation to GDPR, Safeguarding and Health and Safety.

ABOUT YOU:
Qualifications & Training:

• Bachelor degree or equivalent experience

Experience Required:

• Experience of using both Office systems and Student Data Management systems

• Timetabling software (desirable)

• Databases and data input

• Working efficiently in a pressurised environment

• Working within an educational environment with international students

Knowledge/Skills:

• Good analytical skills

• Ability to work in a planned and systematic manner

• Organizational Skills – including sound prioritization and time management skills

• Excellent IT skills (Microsoft Office) including the ability to create and use spreadsheets at a highly proficient level

• Meticulous attention to detail

• Sound decision making skills

• Effective Communication

Attributes:

• Well organized

• Strong planning skills

• Personable and approachable

• Adaptable and flexible when required

• Strong integrity

• Great communication skills

• Empathetic