Administrative Executive

Job Purpose To provide senior-level administrative support and coordination across Academic Registry operations and projects, ensuring the delivery of high-quality services in student records, examinations, graduation, policy implementation, and regulatory compliance. The role contributes to the effective management of academic processes and supports the continuous improvement of registry functions, working collaboratively with colleagues and stakeholders to enhance the student and staff experience.

Key Context The Academic Registry is a central professional service responsible for student registration, records, timetabling, examinations, graduation, certification, data / statistics, compliance, policy, and governance support.

The department plays a key role in shaping academic policy, balancing the University’s internal strategic priorities with external regulatory requirements.

Registry Officers may specialise in a particular service area but are expected to work flexibly across different teams and projects as required.

Management and Conditions

Reports to : Academic Registrar / Head of Student Experience

Line Management : No direct reports, but may be required to supervise junior colleagues on specific tasks.

Working Conditions : During peak periods (e.g., graduation, examinations), additional hours may be necessary. Restrictions on annual leave may apply at these times.

Main Duties

Develop a strong understanding of Academic Registry functions in order to prioritise tasks effectively and deliver a high standard of service.

Apply and contribute to the improvement of policies, procedures, and guidance relating to student records, examinations, award verification, and related areas.

Provide clear and accurate advice to colleagues, staff, and students, both in writing and verbally.

Demonstrate proficiency in the use of data and systems, including student record systems, business intelligence tools, Excel, CMS, and SharePoint.

Work collaboratively within and across teams to support core processes such as examinations, graduations, registration, and policy updates.

Provide committee and meeting support, including scheduling, preparation of documentation, and liaison with relevant stakeholders.

Contribute to projects and continuous process improvement initiatives through data collection, stakeholder engagement, and reporting.

Support the development and maintenance of online resources and guidance, including CMS content creation, editing, and responding to content-related queries.

Provide administrative support to the Senior Team, such as preparing meeting summaries, handling confidential casework, and assisting with other tasks as needed.

Undertake any other duties relevant to the role as assigned.

Requirements Qualifications and Education Essential :

A bachelor’s degree or equivalent experience in administration, education, or a related field.

Evidence of continuing professional development in administration, data management, or compliance.

Desirable :

A postgraduate qualification or professional certification in higher education administration, project management, or related discipline.

Experience Essential :

Demonstrable experience of providing administrative support in a busy office or professional services environment.

Experience working with data, records, or databases with a high level of accuracy.

Experience supporting projects, events, or processes to successful completion.

Experience in delivering excellent customer service to a range of stakeholders.

Desirable :

Experience within higher education administration (e.g., student records, exams, timetabling, graduation).

Experience in policy or compliance-related administration.

Experience in committee servicing (agendas, minutes, follow-up actions).

Knowledge and Skills Essential :

Strong IT skills, including proficiency in MS Office (Excel, Word, Outlook, PowerPoint).

Ability to use or quickly learn student record systems, CMS, SharePoint, and business intelligence tools.

Excellent written and verbal communication skills, with the ability to explain processes clearly and professionally.

Strong organisational skills, with the ability to prioritise tasks and meet deadlines during peak periods.

Analytical and problem-solving skills, with attention to detail and accuracy.

Ability to work flexibly across different service areas.

Desirable :

Knowledge of higher education policies, regulations, and compliance requirements.

Familiarity with project management tools and techniques.

Personal Attributes Essential :

A collaborative and proactive approach, with the ability to work effectively in a team and independently.

Professionalism and discretion when handling confidential or sensitive information.

Adaptability to changing priorities and willingness to support a variety of tasks.

Commitment to delivering high-quality service and continuous improvement.

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