JOB DESCRIPTION

Job Title: Head of Admissions and Registry
Division: Education for Industry Group (EFI)
Level: Head of
Accountable to: Director of Operations and Partnerships
Key relationships: Senior Leadership Team, Finance, MIS, Quality Assurance & Enhancement, Director of Technology & Innovation, Delivery teams, IT, Facilities, Marketing and other support services teams
Grade: Head of Grade
Salary: up to £65,000
Hours: Full-Time Permanent Contract
Location: Electra House, London – Moorgate EC2M 6SQ

About the role

The Head of Admissions and Registry will line manage the Registry Team and collaborate productively with Quality and Enhancement, Business Intelligence, IT, MIS, and Curriculum delivery teams.  The key responsibilities for this role will be to deliver a service meeting the FRA’s requirement for high quality student facing support, whilst also maintaining a presence for Curriculum and other support staff across the EFI’s three sites. The post holder will actively participate in EFI strategic initiatives, work with Senior Management Team, leading and mentoring the Registry Team to administer admissions, enrolment, loans and bursaries, exams, resource planning and timetabling.

Key Accountabilities

• Leadership and Management: Be an integral part of the EFI groups senior leadership team. Line manages the Registry team, and eventually a Registry Manager. Direct line management of teams responsible for Admissions, Bursary. Timetables, exams and registers – setting departmental KPIs to align with customer centricity and awareness of students at the heart of all decisions and functions.
• Strategic planning: Lead strategic and operational planning across the function, translating organisational objectives into clear service plans, resourcing strategies and measurable improvements that support sustainable growth across all divisions.
• Customer centricity: Place students and internal customers at the heart of every decision, designing and continuously improving admissions, enrolment and registry services around their needs. Champion a culture of responsiveness and service excellence across the team, using customer feedback and insight to deliver a seamless, supportive experience from first enquiry through to enrolment and beyond.
• Exams Coordination: Accountable and responsible for exams within the organisation across all divisions. Apart from the registration of candidates, the role will require the management of all exams processes i.e., delivery of exams sessions, registering of learners to awarding bodies, grade submission and distribution of awards.
• Compliance: Lead on the compliance requirements for awarding organisations, exams and Tier 4, all funding bodies, and data protection legislation. Ensure that internal and external processes are rigorously upheld.
• Provide up-to-date and timely reports about Bursary allocations and admissions numbers.
• Insights and recommendations: As a senior manager using data-based insights to inform business changes and practices across all functions withing Registry with the aim of creating a gold standard service to both learners and the rest of the business.

Key Responsibilities

Operational Oversight 

• Responsible for planning and implementing the application to enrolment processes which provides an excellent student experience and meets recruitment targets. Lead on Enrolment planning and operation from a registry perspective, working hand in hand with the Marketing and applicant services teams.
• Work closely with the Director of Operations & Partnerships and the Operations Coordinator to establish effective timetabling and rooming plans.
• Responsible for the oversight, planning and administering of Student Financial support. Oversee the implementation of Student Financial support including, policy, application, approval, administering and ensuring that the processes meet audit requirements.
• Coordinate the enrolment stages including enrolment plans, staffing, resources, and whole organisation communication.
• Respond to all customer feedback including following complaints procedures, when necessary.

Compliance

• Ensure that enrolments meet the standards required for ILR, working closely with Head of MIS, precision and quality of data is crucial KPI
• To be the nominated Exams Officer across EFI divisions. Ensuring that all Exams related are administration is carried out to the highest standard. This will include keeping abreast of JCQ, Pearson, UAL and Gateway policies. Administer GCSE and Functional Skills exams to a very high level alongside the rest of the registry team. Provide training and updates to the Student Registry team as and when required.
• To promote compliance with all Academy policies and procedures to staff and learners.

Strategy and Planning

• Contribute to the development of the EFI Group’s strategic plans and lead the strategic planning for Admissions and Registry, setting clear objectives, KPIs and resourcing priorities that align the function’s activity with wider organisational goals and the needs of each division.

Leadership

• Work with Academic and student services Heads to ensure a consistent student experience across all campuses and provide management support to all services when on site.
• To develop internal departmental development and progression though strategic planning and strong leadership.
• Work with Human Resources and other stakeholders to identify training needs and relevant training and development opportunities. To fully participate in Academy programmes of staff appraisal and continuing professional development, undertaking professional development as and when required.
• Provide management presence at busy periods when called upon.
• To attend internal and external meetings as and when required.

In line with all staff

• To act in the interests of the EFI at all times.
• To support the delivery of the EFI’s strategy as it relates to this post.
• To perform any other duties consistent with this position as may from time to time be assigned to you by the CEO and Principal or its designate, or as may reasonably be required anywhere within the EFI.
• To be committed to your own development through the effective use of the EFI’s performance review and staff development processes.
• To work collaboratively with the wider business and support the work of the curriculum delivery, professional services and support functions teams as may reasonably be required in the delivery of the EFI’s strategic plans.

PERSON SPECIFICATION

All of the following criteria are considered essential unless otherwise noted

Qualifications

• Degree or equivalent professional qualification.
• Evidence of CPD.
• English & Maths: minimum GCSE grade 4 (Grade C) or equivalent.
• IT related qualification (desirable).

Knowledge

• Detailed knowledge of FE College student information systems and their operation.
• Demonstrable and detailed knowledge of FE funding streams, ILR and funding claims.
• Evidence of understanding of college admissions, enrolment and registration processes.
• Evidence of understanding of timetabling and resource allocation processes.
• Knowledge of MS Office packages, including Word, Excel and PowerPoint.
• Knowledge of Civica REMS highly desirable.
• Knowledge of CRM applications in an education environment (highly desirable).
• Knowledge of SharePoint (highly desirable).
• Knowledge of Office 365.
• Knowledge of relational databases.
• Knowledge of technical systems and their integration.

Experience

• Management experience in an education establishment in Registry, MIS or similar function.
• Experience of line management of three or more staff and performance-by-objective systems.
• Experience of project management to evaluate, procure and implement systems in an education environment (highly desirable).
• Experience of developing and implementing effective administrative systems.
• Experience of working directly with students.
• Experience of using CRM (highly desirable).

Skills

• Excellent analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Ability to form strong and productive partnerships across teams, confident managing at a senior level.
• Evidenced organisational ability and planning skills.
• Ability to analyse complex data and present summarised and accessible findings.
• Ability to write clear and concise reports.
• Evidence of maintaining sound working relationships with key internal and external stakeholders.

Personal Characteristics

• Aspirational, enthusiastic and progressive – Positive outlook and approach to change and the pursuit of excellence.
• Team player.
• Commitment to the development and progression of all learners.
• Adaptable and has a confident approach to meet the challenges of a busy working environment.
• Proactive, self-motivated, flexible – doing what needs to be done and prioritising EFI needs.
• Commitment to own professional development.
• Actively networking with other industry professionals.
• Commitment to practicing and modelling the EFI’s values

Department of Registry Structure