University Offices
Deputy Head of Records
Academic Division (assigned to Student Registry)
1 Student Registry
This role is within the Student Registry of the Academic Division. The Student Registry has a broad remit, providing administrative services to students at every stage of their student journey (from admission to exams and assessment to graduation), and to staff and third parties.
The Student Registry provides the administrative resources for the maintenance of the University’s student records and associated activities for students and staff. The Registry liaises extensively with students, Colleges and the University’s Faculties, Departments and comparable institutions. The Registry staff also liaise with external agencies, for example, the UK Research Councils, the Student Loans Company and the Disclosure and Barring Service (DBS).
Along with the Graduate Admissions Office and International Student Team the Student Registry forms part of the Student Operations unit, becoming part of the new Student Services Facility, which is expected to open in 2017.
The Student Registry has a wide range of duties that include:
maintaining and verifying the records of all students in the University, past and present;
supporting the verification of composition fee liability for students;
processing examination data, from exam enrolment to results for all
undergraduate, postgraduate and graduate examinations; appointing examiners and graduate supervisors; organising and running University examinations for over 12,000 students throughout the year;
organising ordinary degree ceremonies of which there are twelve per year;
ensuring the production of transcripts in accordance with national and European requirements;
performing certain administrative and reporting functions on behalf of the University for example the National Student Survey and DBS checks;
managing the Cambridge Graduate Supervision Reporting System and the student alumni records system.
The Student Registry makes an appropriate contribution to ensuring the integrity of the data used by other sections for statutory and internal management information.
2 Duties of the post
The post holder leads a team of five to assure optimal allocation of work throughout the year and to monitor service levels and performance across the team.
The post holder also has responsibility as key contact and lead for student records work within the Student Registry, and has specific key responsibilities within the processes of University degree ceremonies and student record management. Main responsibilities include the following.
a) To oversee core business and service delivery with the Student Registry. This includes:
managing five staff who report directly;
keeping under review business processes in the section and assuming a proactive role in reviewing their fitness for purpose;
supporting senior officers in strategic change and policy development. This is achieved by providing information to the officers on business process changes, both within the Registry and also by identifying process changes in Colleges and other central offices that would impact the development. Also responsible for ensuring that any changes are implemented within the Registry;
establishing standards for the services delivered to the customer, whether they be students requiring official documentation or third parties requesting data, and ensuring their delivery;
devising termly and annual operational calendars and deploying resources appropriately.
The post holder sets the standard of performance for the team and is expected to identify any performance issues and to advise on how they might be resolved. b) To manage and deliver the administration of University Degree Ceremonies.
This includes:
managing the computerised congregation system including checking the eligibility of students to proceed to their degree and alerting colleges to those who have applied but are not eligible;
compiling and printing the official University degree list and individual student degree certificates for each Ceremony;
setting the detailed staff allocation and College timetable and procedures for each Ceremony;
attending the Ceremonies themselves to “run the floor” on the day, ensuring that each Ceremony progresses smoothly.
corresponding with Heads of Houses, Praelectors and other ceremonial officers about the ceremonies.
c) To act as theme lead on Student Records in order to assure successful core operations. This includes the following (these examples are not inclusive):
overseeing the management of the collection and processing of student data
providing appropriate support to statutory student record obligations
working with the Compliance theme lead to ensure delivery of the University’s DBS checks on incoming and current students
resolving escalated records enquiries and providing solutions to non-standard issues;
advising College and Departmental staff on matters of the record and matters of procedure;
supporting and participating in Degree Ceremonies, both in their preparation and by attending the Ceremonies themselves.
NB: Examinations, class lists and Degree Ceremonies take place outside Monday – Friday and some Saturday and Bank Holiday working is required.
d) To manage reporting and data extraction across the Records and Exams team. This includes providing student data for external requirements and internal management purposes, e.g. to Colleges, Departments, Degree Committees, Boards and other central bodies of the University, and also developing and applying internal audit reports in order to ensure data integrity within the student record for both external statutory reporting requirements and internal
management information requests.
e) To support the procedures involved in obtaining, checking and uploading examination paper marks supplied by Departments and Degree Committees. This includes:
supporting Departmental users in whichever process is relevant to their student cohort;
advising colleagues on the translation and manipulation of data formats to ensure that the marks conform to the agreed templates;
transferring the marks to the student record for students to see via CamSIS self-service and to appear on their official transcript; and
liaising with Departments on any technical developments.
f) To support and advise members of the user community in their use of systems and the associated business processes. This includes training supervisors, Degree Committee, Departmental and College staff; drafting online and written training documentation and preparing and delivering presentations and training.
3 Requirements for the post
Education & qualifications
(i) Ideally educated to degree level standard (or equivalent), including GCSE English and Mathematics
Specialist knowledge & skills
(ii) A high level of computer literacy; an expert user of office software e.g. Word, Excel, databases, email, the Web, Acrobat
(iii) An effective administrator, with experience or knowledge of the HE sector, and an understanding of data compliance matters for HEI’s
Interpersonal & communication skills
(iv) The ability to communicate effectively (in writing and in person) with all levels of academic staff, administrative staff and members of the public making enquiries
(v) The ability to use interpersonal skills effectively to influence and foster positive working relationships
Relevant experience
(vi) Demonstrable experience of effective team leadership, including setting the standard of work and service within the team, effective delegation, identifying priorities and ensuring the best deployment of resources
(vii) Administrative experience, preferably gained within the HE sector
Additional requirements
(viii) The ability to work with minimum supervision, to be well organised and to provide timely reports and plans both orally and in writing
(ix) The ability to keep calm and work effectively under pressure and to exercise a high degree of responsibility, judgement and initiative
(x) Experience of working within a team, working together to identify and drive improvements
4 The Academic Division
The office is within the Academic Division of the University Offices, the staff of which form a unified central administrative service; accordingly flexibility of approach will be important and the person appointed should be willing for their duties to change within the Academic Division in the light of their aptitude and experience. The Division is responsible for supporting the General Board of the Faculties and for the academic administration of the University, including maintaining the excellence of its teaching and research. The Division is headed by the Academic Secretary and consists at present of some 300 staff, responsible for Admissions, Examinations, Student Services, Education Policy and Quality Assurance, International Matters, Planning and Resource Allocation, Research Administration and School, Faculty and
Departmental Administration.
5 Terms and Conditions
The appointment will be subject to the Statutes and Ordinances of the University. The post is full time and will be subject to the satisfactory completion of a
probationary period of nine months. The salary scale is £28,982 - £37,768 (grade 7), with the starting salary normally at the first point on the scale. The person appointed will be eligible to become a member of the Universities Superannuation Scheme. There is a holiday entitlement of 33 days per annum, plus public holidays, normally to be taken outside the three teaching blocks, each of eight weeks, which comprise the University’s Full Terms.
Examinations, class lists and Degree Ceremonies take place outside Monday – Friday and some Saturday and Bank Holiday working is required.
6 Application and appointment procedure
Applications should be made online via the advert published on the University's Job Opportunities pages. If you are unable to apply online, please contact the Academic Secretary’s Office (email acd.jobs@admin.cam.ac.uk).
Applications should be received by Tuesday 19 January 2016. Interviews will be held on Wednesday 3 February 2016.
Informal enquiries about the post may be directed to
Jenny Green – Jenny.Green@admin.cam.ac.uk until Thursday 24 December
Catherine Fage – Catherine.Fage@admin.cam.ac.uk from 4 January to closing date Please note that the Student Registry will be closed between 5pm on 24 December 2015 and 9am on Monday 4 January 2016.
7 Eligibility to work and reside in the UK
The University has a legal responsibility to ensure that all their employees have the right to work in the UK before they take up their post. Any offer of employment made to an individual without the right to work in the UK will be conditional upon the right to work being obtained. Further information is available on the Right to Work page within the ‘Applying for a job’ section of the University’s Job Opportunities pages (http://www.jobs.cam.ac.uk/right/have/)
8 Family friendly policies and benefits
The University has a range of family friendly policies to aid employees’ work-life balance including maternity, paternity and parental leave, flexible working and career break schemes. In addition, childcare vouchers, access to two nurseries and a
holiday play scheme are available through the Childcare Office to help support
University employees with childcare responsibilities. Further information can be found at: http://www.admin.cam.ac.uk/offices/hr/staff/benefits/family.html
9 Equal Opportunities Information
The University of Cambridge appoints solely on merit. No applicant for an
appointment in the University, or member of staff once appointed, will be treated less favourably than another on the grounds of sex (including gender reassignment), marital or parental status, race, ethnic or national origin, colour, disability (including HIV status), sexual orientation, religion, age or socio-economic factors.
10 Information if you have a Disability
The University welcomes applications from individuals with disabilities. Our
recruitment and selection procedures follow best practice and comply with disability legislation.
The University is committed to ensuring that applicants with disabilities receive fair treatment throughout the recruitment process. Adjustments will be made, wherever reasonable to do so, to enable applicants to compete to the best of their ability and, if successful, to assist them during their employment. We encourage applicants to declare their disabilities in order that any special arrangements, particularly for the selection process, can be accommodated. Applicants or employees can declare a disability at any time.
Applicants wishing to discuss with or inform the University of any special
arrangements connected with their disability can, at any point in the recruitment process, contact, Deborah Jones, who is responsible for recruitment to this position, by e-mail on deborah.jones@admin.cam.ac.uk
