Head of Registry Cirencester, England
Job description
.,J,.,. Royal Closing date: 07/05/2023
m Interview date: 25/05/2023 ml Agricult~ral University
Head of Registry
Professional Support Services
Candidate Information Pack – April 2023
A Welcome from the Vice-Chancellor
We have been developing leaders, entrepreneurs and innovators at the Royal Agricultural University ever since
1845. The RAU was established at a time of burgeoning industrialisation and great famine in Ireland when
enlightened individuals, and members of agricultural societies, recognised that the transformation of UK agriculture
– needed to increase food production – could only be achieved through education, and the application of science
and innovation.
‘Practice with Science’ was the mantra of our founders as indeed it still is today - as we aim to equip a new
generation of graduates to meet the most pressing challenges that face us in the world now – climate change, food
security, sustainable land use, biodiversity loss, heritage management and so on.
We were ranked the top university in the UK for being a Learning Community in this year’s National Student Survey,
and 4th highest for Overall Student Satisfaction across all English universities. We were also graded in the ‘Top Ten’
English universities for both Academic Support and Organisation and Management and outperformed all 24 of the
universities of the Russell Group.
This year’s Research Excellence Framework outcome adjudged that more than half of our research is ‘world-leading
and international in quality’. We are the leading small specialist university for research in England.
We are also one of only six universities in the UK to be designated a “Centre of Excellence” by the Institute of
Enterprise and Entrepreneurship (IOEE), and the only specialist university to be so.
If you would like to play a leading role in shaping the future development of the RAU and you share our passion
and commitment to the land-based sector – to agriculture, food and the environment; real estate land management;
rural business and entrepreneurship; cultural heritage and equine management and science– then we would be
delighted to hear from you as a prospective member of our staff.
Thank you for your interest in the Royal Agricultural University.
Best wishes
Professor Peter McCaffery
ViHceea Cd hoaf nRceegllisotrr y – April 2023 2
About the Royal Agricultural University
The Royal Agricultural University has been at the forefront of
agricultural education and a key contributor to the land-based
sector for over 175 years.
Our heritage
The Royal Agricultural University (RAU), formerly the Royal Agricultural College, was the first
agricultural college in the English-speaking world. The first 25 students were admitted in
September 1845.
From its early days, the College was staffed with innovators and pioneers and made a considerable
impact on farming practice and agricultural science. In 2013, the Privy Council awarded the College
full University Status with Taught Degree Awarding Powers, in recognition of its long record in the
provision of higher education.
The present
The RAU has some 1,200 students studying a range of subjects, including agriculture, animal
science, business, environment, equine science, farm management, food, real estate and rural land
management. Set on the edge of Cirencester in the beautiful Cotswold countryside, its small size
provides an exceptional sense of community amongst students and staff, which supports, develops
and encourages students from all backgrounds to achieve their ambitions.
The University motto is ‘Arvorum Cultus Pecorumque’, a quotation from Virgil’s Georgics, meaning
‘Caring for the Fields and the Beasts’. This maxim has been enduringly relevant for a University
which, in every area of its activity, has worked to promote sustainable use of the land, safeguard
the environment and animal welfare and the wellbeing of rural communities. The RAU prides itself
on combining subject expertise with industry connectivity and an innovative, forward thinking,
enterprising approach. This opens doors for students, and RAU graduates are well prepared for
successful careers in their chosen field, whether that be leading innovation and change in industry,
informing future land-based policy, or setting up their own businesses. rau.ac.uk
Head of Registry – April 2023 3
The future
Since 2016, the RAU has achieved significant progress against its strategic plan and has delivered
transformation and change. The RAU has redefined its purpose as "to cultivate care for the land
and all that depend on it".
Core elements of the strategy include:
Growing and diversifying the student
community by providing an
outstanding student experience and
excellent employment outcomes.
Innovative programmes will be
informed by the evolving needs of
industry and designed for learners at
all stages of life, delivered via
traditional and online learning
platforms.
Establishing a Knowledge Hub that will
help industry navigate change and
uncertainty making it possible to Partnering with land-based colleges
tackle big challenges more effectively, and schools to extend and diversify
thereby delivering societal benefit and the student community. The
impact. The Hub will provide a focus University will foster thriving linkages
to catalyse farmer led innovation, act to a variety of localities and
as an accelerator of rural enterprise communities across the UK, thereby
and become a centre for thought extending the reach of learning
leadership for development of opportunities it offers and the impact
evidence-based policy and strategic of its research.
thinking.
Developing sustainable partnerships
Becoming a sustainable, efficient with industry and research-leading
organisation that can fund a institutions to provide a wider
continuing investment in its physical, perspective, ensuring that what it
digital and human infrastructure, teaches is relevant, improves student
ensuring a continually improving and employment outcomes and enables
excellent experience for students and sustainability-oriented innovation.
staff.
Building on existing and successful
international partnerships, among
which a prominent feature has been
teaching partnerships with Chinese “The RAU’s mission is to
universities.
equip a new generation
to thrive through
change”
Head of Registry – April 2023 4
Select highlights
The RAU has achieved significant progress against its strategic plan. Recent successes include:
Ranked one of the UK’s Top Ten Universities. Whatuni Student Choice Awards, both 2019 and
2020 https://www.whatuni.com/student-awards-winners/university-of-the-year/. We were also
top 10 for job prospects in both years.
Enterprising Learning Provider of the Year 2019: IOEE Celebrating Enterprise Awards
2019 http://ioee.uk/2019/10/07/celebrating-enterprise-awards-2019/ . Awarded Centre of
Excellence by the Institute of Enterprise and Entrepreneurs (IOEE) in the same year.
Winning £1.1m of Catalyst funding to develop the next generation of agri-food/ tech leaders
and to create new industry- led programmes that aim to position the RAU as a thought leader
post-Brexit.
Addressing highly relevant global grand challenges – such as climate change, food security and
urbanisation– through the Rural Knowledge Hub, which initiates thought leadership activities
and accelerates the growth of rural enterprises through the Farm 491 agri-tech business
incubator based in the new Alliston Centre and also the new National Innovation Centre for
Rural Enterprise.
Increasing the percentage of state - school entrants launching two new funds with a specific
focus on widening participation and getting involved in two national outreach programmes and
the Agrespect rural LGBT+ network.
Securing a £2.2 million endowment from the John Oldacre Foundation to support research
students. Current PhD projects include crop science, land values in London boroughs, and
equine nutrition.
Expanding its CPD offer via the John Oldacre Rural Innovation Centre, which is based at
Harnhill and offers a large range of practical, industry-facing courses that teach rural skills.
Establishing new and mutually beneficial academic partnerships with further education
providers, such as the validation arrangement with Plumpton College and the urban farming
focus afforded by the link with Capel Manor College in London.
Further information on other initiatives and successes can be found here.
Head of Registry – April 2023 5
The Role
Job title: Head of Registry
Department: Academic Services
Responsible to: Director of Academic Services
Location: Royal Agricultural University, Cirencester
Salary: Grade 9: £40,931 - £51,805 per annum depending on
qualification/experience
Term: Permanent
Relationships with: students, staff, regulatory and sector stakeholders
We have a number of different ways to work flexibly, so at your interview feel free to talk about
what flexibility means to you. There are no guarantees, however, examples of how our employees
already work flexibly include part-time, job share, hybrid-working and compressed hours.
The Purpose
To provide leadership, within the University and the wider Academic Services department, for the
operational deployment of the Student Registry, which includes: Student & Curriculum Records,
Timetabling, Student Funding and Assessments. Oversee and co-ordinate all aspects of Student
Registry to assure the integrity of the University’s curriculum and student data, and enhancing the
quality of the student learning opportunity.
Working in partnership with colleagues in Digital Innovation, the post holder will also act as the
Application Manager for the University’s Student Record System, Timetabling and MI/BI systems,
providing a combination of technical and business knowledge to ensure best operational use is
made of and maximum benefit is gained from the systems available, including workflows and
integration with other University systems and ensuring optimisation of the scheduling of formal
learning engagements.
The post holder will have overall responsibility for the provision of student-related management
information, business intelligence and statutory returns, ensuring these are timely, accurate,
deliver maximum legitimate advantage of the University and fully support University decision-
making.
Head of Registry – April 2023 6
In leading the Registry team, the post holder will have operational responsibility for a number of
student-facing processes including student enquiries, extensions and student funding
administration, ensuring that policies in these areas are developed and delivered correctly, to best
practice and maximising quality of the student experience.
As a member of its leadership team, the post holder will also make a general contribution to the
running of the wider Academic Services Directorate, including deputising for the Director of
Academic Services as required and ensuring other Academic Services teams are supported by
Student Registry at peak periods as necessary and practicable.
Relationships with:
Academic and professional services staff including at partner institutions
Students, including Students’ Union representatives
Student Loans Company
3rd Party software suppliers
Staff of other universities and of sector agencies (e.g. HESA and OfS)
Other relevant suppliers to the University
Cotswold District Council and other local councils
Key Responsibilities
Principal Duties
1 Manage and develop the work carried out by the Registry team, covering Records,
Operations and Returns, making effective use of time and resources to meet the University’s
strategic and operational priorities.
2 Apply a full understanding of the policy and business processes that underpin key stages
of the student life-cycle. Seek to predict and manage their implications for the service,
particularly concerning student & curriculum records and the submission and impact of
statutory returns.
3 Develop, review and maintain relevant policies and processes, assuring institutional
compliance with professional, statutory and regulatory body requirements, and striving to
deliver the highest quality of consistent and helpful Registry services to students and other
stakeholders.
4 Manage all University student & curriculum records and timetabling systems, working with
internal customers, stakeholders and colleagues in Digital Innovation to define data
requirements and systems goals, identifying and resolving data and systems issues and
ensuring all content is up-to-date and accurate. Advise the Senior Leadership Team on
strategic development of these systems. Ensure all University staff are kept informed on
their correct and appropriate use of student & curriculum record and timetabling systems,
including their level of access.
5 Act as the University Application Manager for the above systems, including:
for 3rd party provider teams and colleagues in Digital Innovation, carrying out
investigation and analysis of functionality and releases, undertaking user acceptance
Head of Registry – April 2023 7
testing and managing fault logging and tracking, through to resolution. Working with
the University’s business analysts, writing of any business requirement documents,
providing logic and analysis to the project team where required, including the
development of the interface with other systems and web-based approaches for
enhanced delivery of information to students and staff.
maintain and develop understanding, skills and expertise re. the student & curriculum
records and timetabling systems, within the team and across the University, through
active participation in development projects and regular upgrades, assessing impacts
on current activities and areas for improvement and undertaking dissemination and
training of colleagues.
Oversight of timely and accurate administering and day to day processing of all
incoming student record information, including from UK and international partners,
undertaking active data quality verification exercises and running various routines to
calculate and update data.
Supervision of the effective administration of all University assessments, including for
UK and international partners, developing and retaining knowledge and expertise of
the rules and regulations governing programmes to deliver informed responses to
students, internal staff and external examiners.
6 Maintain and develop the University’s student & curriculum records and timetabling
operational documentation, policies and procedures in accordance with approved changes
and in line with external benchmarks, and to disseminate information to relevant
stakeholders.
7 Assume operational oversight of student funding and Registry student support functions,
keeping abreast of student loan requirements and university procedures, liaising with local
authorities re. council tax exemption and electoral registration, ensuring timely data set up,
exchange and reporting with the Student Loans Company (SLC), along with a high-quality
service to students.
8 As the University lead, manage and develop the provision of all student-based statutory
returns (including HESA, HESES & other OfS & PSRB requirements), internal management
information and business intelligence platforms. Ensure all such reporting is delivered
accurately in a timely manner, maximising legitimate University advantage and support for
University decision-making. Champion the internal awareness of, and compliance with, the
onward use of student-based data by statutory agencies, league tables and other third
parties, especially in regard to the financial, legal and reputational impact on the university.
9 Monitor the budget for Student Registry activities, ensuring fiscal diligence and supporting
the Director of Academic Services in future financial planning for the service.
10 Keep abreast of key developments and sector best practice relating to all role components,
including participation in appropriate professional bodies and supplier user groups, for self-
development purposes and to disseminate information and training to University
management, the immediate team and wider University community.
11 Conduct staff induction and training for all relevant staff and partners in relation to systems,
Registry student-support functions and student-related management information or
Head of Registry – April 2023 8
business intelligence. Ensuring any training needs are identified, followed and supported
by appropriate materials, taking note of internal and external developments in policy.
12 Attend University and external meetings, as appropriate, to ensure areas of responsibility
are represented and reported.
13 Support the strategic goals of the University and contribute to the running of the wider
Academic Services Directorate, including deputising for the Director of Academic Services
as required and ensuring support is provided by the Student Registry to other teams at
peak periods without compromising the overall Student Registry function.
General Responsibilities
The University is committed to equality of opportunity. All staff are required to comply with
current legislation, University policies and good practice guidance.
All staff are required to act in a way that safeguards the health and wellbeing of children
and vulnerable adults at all times. The post holder must be familiar with and adhere to
appropriate safeguarding policies and guidance and participate in related
mandatory/statutory training. Managers have a responsibility to ensure their team members
understand their individual responsibilities with regard to safeguarding children and
vulnerable adults.
All staff are required to participate in the University appraisal process and should ensure
they are familiar with the process and plan time to prepare for their appraisal. Following
the appraisal, staff are expected to undertake in any necessary learning and development
and work towards the objectives that have been set.
The University expects staff to attend any training designated as mandatory and to
undertake learning and development activities to support their role. Managers must
facilitate learning and development within their teams.
It is a condition of employment that staff will not disclose any information obtained in the
course of their duties other than to those entitled to receive it. The post holder must ensure
that the confidentiality of personal data remains secure and that restricted information or
highly restricted information to which they have access remains confidential during and
after their employment at Royal Agricultural University. All staff must undergo appropriate
data protection training as required.
All absence from work must be reported in accordance with the University’s absence
procedures and recorded on iTrent.
The University acknowledges its responsibility to provide a safe, smoke free environment,
to its employees, service users and visitors. It is the policy of the University not to allow
smoking on University premises other than in specifically designated areas.
Person Specification
REQUIREMENTS ESSENTIAL (E) MEASURED
BY:
The post holder must be able to demonstrate: or
Head of Registry – April 2023 9
DESIRABLE (D) A) Application
Form
REQUIREMENTS
B) Interview
C) Test/
Exercise
Education & Qualifications
Relevant degree-level qualification or equivalent experiential E A
learning in a related field.
Knowledge & Experience
Experience of student records systems management, including E A,B
large-scale data gathering and analysis.
Excellent, up-to-date and relevant utilisation of IT systems, E A,B
databases and applications, to drive efficiency and embed
accuracy.
Understanding of the requirements of HESA and the Office for D A,C
Students in relation to student data.
Administration of student funding processes, including via the D A,C
Student Loans Company.
Planning & organising
Track record of planning ahead to deliver a service which meets E A,B
its targets across both short-term and long-term competing
demands.
Strong drive, commitment and resilience to work autonomously E A,B
and lead change and improvement.
Methodical and meticulous approach to developing and reviewing E A,B
systems (software and administrative).
Experience of developing and applying Higher Education policies D A,C
and procedures.
Problem solving & initiative
Experience of implementing institutional policies and procedures E A,B
to support the development of services.
Proven ability to find creative solutions to problems and make E A,B
systematic and rational judgements based on relevant
information.
Analytical, evidence-based approach to decisions, including E A,B
conveying findings and recommendations to senior managers.
Management & teamwork
Head of Registry – April 2023 10
Management success in motivating teams and individuals to E A,B
deliver consistent, excellent service.
Effective use of staff appraisal and development plans to set, E A,B
inspire and improve performance in both strategic and
operational goals.
Ability to identify opportunities and necessities for change within D A,B
a team, and delivering such change with motivation,
improvement and outcomes in mind.
Communicating & influencing
Excellent interpersonal skills with the ability to inspire, inform and E A,B
influence others.
Experience in providing information to, and gathering feedback E A,B
from, a diverse range of stakeholders to manage changing
business needs.
Take personal responsibility for making things happen and find E A,B
effective ways to overcome barriers.
Customer experience
Understanding of the role as guardian of personal and sensitive E A,B
data, establishing processes to ensure confidentiality in line with
the requirements of GDPR.
Commitment to the delivery of an excellent stakeholder E A,B
experience, with an appreciation of different stakeholders’ needs
and expectations.
Application of Lean Thinking to manage resources that deliver D A,B
maximum value to stakeholders with minimum waste.
General Terms and Conditions of Employment
This post is a full time appointment, offered on a permanent basis. It will be remunerated
on the single pay spine, at Grade 9 £40,931 - £51,805 per annum. The appointment is
normally made at the minimum of the pay scale and is subject to meeting all pre-
employment clearances and requirements of the Person Specification.
All new employees undergo a period of 6 months’ probation in accordance with the terms
and conditions of employment confirmation of employment is dependent on the satisfactory
completion of that probationary period.
The nature of this post is such that it is expected that you will respond to the operational
requirements of the University in order to fulfil your duties in a professional manner. You
will be required to work such hours as are reasonably required to discharge your duties
effectively and competently. The exact number of hours in any week will vary in accordance
with institutional requirements, but will not be less than 35 hours a week.
Head of Registry – April 2023 11
The University holiday year runs from January to December. The post carries an entitlement
to 30 working days (for a full-time position, otherwise pro rata) of paid leave during the
course of the holiday year (pro rata if the appointment is made during the holiday year), in
addition to Statutory Bank Holidays. There may also be discretionary days and days when
the University is closed on particular dates in the interests of efficiency.
It is a condition of employment that all relevant posts are vetted by the Disclosure & Barring
Service (DBS) and if it applies to this appointment you will be required to undertake a DBS
check. The University will pay the fee for this service. Any false declarations or any findings
from the Disclosure could affect the suitability for employment.
Pensions and Auto Enrolment
If you meet the criteria set out below, and are not already an active member of any of our pension
schemes, the University is required to auto-enrol you into a suitable pension scheme. The criteria
for auto-enrolment is:
Age - if you are 22 or over but no more than State Pension Age
Earnings - a minimum of £10,000 per year
Working in the UK
The pension schemes supported by the RAU are:
AVIVA CATEGORY X - all eligible RAU employees (except teachers) are automatically enrolled
5% (minimum) contribution by employee and
3% contribution by RAU
AVIVA CATEGORY Y1 - RAU Group Pension Scheme (defined contribution) - employees are
able to upgrade to this scheme before their 6-month probation.
6.5% (minimum) contribution by employee and
6.5% contribution by RAU
life assurance is an additional benefit (two times annual salary)
TEACHERS’ PENSION (for teaching staff)
employee contribution according to salary scale – between 7.4% and 11.7%
23.68% contribution by RAU
life assurance is an additional benefit (three times annual salary)
Staff Benefits
We offer a range of Staff Benefits including a 35-hour working week, a generous 30 days annual
leave entitlement plus bank holidays (pro rata for part time posts), pension scheme, free and
guaranteed parking on campus and free shuttle bus from campus to Cirencester town centre,
discounted catering facilities, discounted onsite gym, free library services, employee assistance
Head of Registry – April 2023 12
programme, occupational health and counselling services, cycle to work scheme and staff
development opportunities.
Further details of the full range of staff benefits available can be found on our website.
Application Procedure
If you are interested in applying for this role, please send:
University Application Form together with the Equal Opportunities Monitoring Form available
on the University website www.rau.ac.uk) – you may attach your up to date CV if you wish to
add additional information.
Details of two referees who must be people who can comment authoritatively on you as a
person and as an employee in relation to the level of the post, and must include your current
or most recent employer or their representative.
Please forward to the HR Team, Royal Agricultural University, Cirencester, Gloucestershire, GL7
6JS or via email to [email protected] stating where you saw the advert for the role
Informal enquiries can be made to Dan Shaffer, Associate Director of Academic Services
Closing date: 7 May 2023 with Interviews on: 25 May 2023.
Should you be selected for interview please be aware that we are unable to reimburse interview
expenses.
The RAU is an equal opportunities employer and we particularly welcome applications
from black and minority ethnic candidates as they are underrepresented within the
RAU at this level.
International applicants
Permanent or fixed-term positions
To take up an appointment at the Royal Agricultural University, applicants who are nationals of
countries outside the UK and Republic of Ireland, and who do not have existing permission to work
in the UK, need to get permission from UK Visas and Immigration (UKVI). Should you be successful
in the selection process, the University will apply for a certificate of sponsorship that enables you
to seek permission from the UKVI to take up our offer of employment. If you are from the EU,
Switzerland, Norway, Iceland or Liechtenstein and have family already resident in the UK you may
be eligible to apply under the EU settlement scheme.
Your success in applying for a certificate of sponsorship will rely on meeting certain criteria – for
the most up to date list of these, as well as further information on working in the UK, please visit
the UKVI website.
Please be aware that we have a legal responsibility to ensure that all employees are eligible to live
and work in the UK. Should you be successful in your application we will need to see documentation
confirming your entitlement before you take up your appointment.
Head of Registry – April 2023 13
General Data Protection Regulations:
Applicant Privacy Notice
The Royal Agricultural University collects and processes your personal data so that it can meet its
statutory and legal obligations, and when it has a legitimate interest in processing personal data
before, during and after the end of the employment relationship.
The data which forms part of your job application (for example, application form, CV, references,
Equal Opportunities Monitoring Form, shortlisting and interview records) will be stored in a range
of different places, which will include the University’s HR and recruitment management systems
(electronic and paper based), and in IT systems (including the University's email system). Your
information may be shared internally with the HR Department and with employees who are involved
in the recruitment and selection process, but only if access to your data is absolutely necessary for
the performance of those roles.
The University may share your data with third parties in certain circumstances. Personal data that
the University uses for the purposes of equal opportunities monitoring and reporting is anonymised
or is collected with the express consent of applicants, which can be withdrawn at any time.
Applicants are entirely free to decide whether to provide such data and there are no consequences
of failing to do so.
The University takes the security of your data seriously and has internal controls in place to try to
ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed
except by the above employees in the performance of their duties. If your application is
unsuccessful, your applicant data will be destroyed 6 months following the advertised closing date
of the post you have applied for. If your application is successful, your applicant data will be
retained during your employment and for 6 years following your leaving date. You can access and
obtain a copy of your data on request and you can ask the University to change incorrect or
incomplete data.
In certain circumstances you can ask the University to stop processing your data, or you can object
to the processing of your data. If you believe that the University has not complied with your data
protection rights, you can complain to the Information Commissioner. Further information about
your rights in accordance with Data Protection and the GDPR Regulations can be obtained from
the University Data Protection Officer. A detailed Employee Privacy Notice is available to view -he-r-e.
Head of Registry – April 2023 14
