SAE Registry Officer SAE World Headquarters Oxford, UK £30,000 -£35,000 (depending on qualifications and experience) Full time, Permanent role SAE is part of the Navitas Group, which is a diversified global education provider that offers an extensive range of educational services for students and professionals including university programs, language training, workforce education and student recruitment. The Registry Officer is responsible for all administrative matters, contact and communication between SAE Institute’s campuses and Middlesex University (MU) with respect to any courses or programs offered by SAE Institute and in collaboration with MU, as well as the maintenance of appropriate academic records for all SAE students in such programshas responsibility for maintaining and enhancing all SAE Registry functions and related administrative systems for SAE Europe (SAE-EU), for being the primary link between the SAE Registry and the Middlesex University (MU) Academic Registry in relation to all student records and administrative matters, and for the professional administration of all student registration matters, including confirming invoicing details for MU registered students. Full details about this role, including key accountabilities and key performance indicators are provided in the attached position description. Selection Criteria Essential Tertiary qualification/s and substantial relevant experience in a similar position. Comprehensive knowledge of the post-secondary and higher education sectors and requirements to operate as a registered and accredited private provider. Exceptional organisational skills to prioritise and manage administrative processes and to undertake specific tasks to tight time lines. Excellent written and oral communication skills. Competent IT skills to work with SAE’s database systems. An ability to enhance the effectiveness of the registry function and liaise effectively with the management team across the SAE Group. Availability for local and international travel. Understanding of WHS, Anti-Discrimination, Sexual Harassment, Access and Equity, EEO principles and practices, and other relevant legislation. Must have the right to live and work in the UK. Desirable Additional languages (in addition to English) would be highly desirable (preferable German or French). Experience in registry positions would be an advantage. What we offer An attractive remuneration package will be negotiated with the successful candidate. SAE offers outstanding longterm career opportunities within the UK and abroad, and is values driven and an equal opportunity employer. Enquiries and applications, including a cover letter addressing the selection criteria and resume, should be sent to Maria Frantzeskaki, HR Business Partner EU,
[email protected]. Applications close on Sunday 7th December.
Position Description Title:
SAE Registry Officer
Business Division:
SAE Group
Reporting to:
Director Academic Affairs, SAE Institue COO, Europe, as required
1. Organisation Background: Navitas Limited, of which SAE is a division, was founded in 1994 and is a leading global education provider that offers an extensive range of educational services for students and professionals including university programs, English language training and settlement services, creative media education, workforce education and student recruitment.
Navitas operates across three Divisions, University
Programs, Professional and English Programs and SAE. SAE which was acquired by Navitas Limited in 2011 is the world’s leading educator in creative media industries. Established in 1976, it now spans the globe with 53 campuses in 27 countries. SAE provides education services to over 10,000 students and employs approximately 1500 staff. SAE Culture Students come from diverse social, cultural, educational and artistic backgrounds, with different personalities and experiences. It is our goal to embrace those differences and to allow each and every student to develop their own individual style and apply it to the industry skills taught at SAE. Our ultimate goal is to prepare the students for a realistic work environment making the course, facilities, lecturers as well as the atmosphere as close to the real world working environment as possible.
2. Overview and Objectives of the Position: The Registry Officer has responsibility for maintaining and enhancing all SAE Registry functions and related administrative systems for SAE Europe (SAE-EU), for being the primary link between the SAE Registry and the Middlesex University (MU) Academic Registry in relation to all student records and administrative matters, and for the professional administration of all student registration matters, including confirming invoicing details for MU registered students. This position has responsibility for the maintenance of accurate academic records for all SAE-EU students and students in MU joint programmes, oversight of the efficient production and timely distribution of academic transcripts and testamurs as required, effective archiving of key information and documents, and the provision of advice relating to approved policies and stored documentation. As part of the SAE-EU Academic Management team, this position will ensure that policies, processes and procedures are developed, implemented, maintained and reviewed as required, that student data collection is timely, comprehensive, and presented in forms appropriate for internal and external reporting purposes, and that reporting documents are drafted as required. The position will also act as the Executive Support Officer for key academic meetings, validations and committees, such as the Academic Advisory Committee.
PD – Registry Officer
p1
This position has particular responsibility for the support and effective functioning of the SAE Assessment Boards, the implementation and administration of all Assessment Board decisions and directives, and the provision of data required for Annual Monitoring reports. The position will be based at SAE Oxford. 3. Key Relationships: i. Director Academic Affairs, SAE Institute; ii.
COO SAE Institute Europe, and EU Regional Managers
iii.
Academic Quality and Partnerships Manager, Senior Academic Manager and the Academic Management Group for SAE-EU
iv.
Campus Academic Coordinators, as required
v.
SAE Assessment Panel and Board members
vi.
Middlesex University Registry staff
vii.
External Examiners as required.
4. Key Accountabilities that are part of the role: i.
To maintain and enhance all SAE Registry functions;
ii.
To plan, organise and manage all activities relating to student records and student registration, including serving as the authorised keeper of SAE-EU student records and in all MU programmes;
iii.
To ensure collation and maintenance of student data in compliance with all relevant regulatory and external agencies eg student progression, student retention, relevant student survey results, etc;
iv.
To participate in the design of survey systems for SAE linked to academic quality assurance processes, to maintain records of such relevant data and where necessary provide reports on survey data required for regulatory compliance;
v.
To maintain effective and productive links with the MU Academic Registry;
vi.
To maintain professional administrative communications as required with appointed External Examiners;
vii.
To ensure effective preparation and support for Assessment Panels and the Assessment Board, and implementation of any required follow up actions;
viii. ix.
To prepare all Assessment Board papers and University conferment lists; To oversight and manage the process of production and distribution of student testamurs, transcripts, diplomas, certificates, and diploma supplements as required, including replacements when necessary;
x.
To organise effective archiving of and access to all key institutional documentation, and to maintain a central repository for records and documents related to MU approved degree centres, MU-validated programs and the collaboration with the University;
xi.
To ensure the provision of data for Annual Monitoring reports;
xii.
To prepare drafts of required documents and submissions for academic quality assurance and internal and external reporting requirements;
PD – Registry Officer
p2
xiii.
To act as the responsible support and organising officer for subject, programme, and institutional reviews, and course validations;
xiv.
To act as the responsible support and organising officer for key academic meetings, events and committees, and to produce minutes and maintain records as necessary;
xv.
To contribute to the maintenance, review and updating of all policies, processes and procedures relating to academic quality assurance and student related matters, and to advise on such matters as required;
xvi.
To assist with coordination of graduation ceremonies for SAE Graduates as required;
xvii.
To ensure effective information technology support and integration for all record keeping and report generating systems associated with student data and academic quality assurance, as well as associated meetings and events;
xviii.
To maintain current professional and regulatory knowledge relevant to the work of the Registry;
xix.
To ensure required data collection and drafting of summary reports for informed management decision-making in relation to the work of the Academic Management team;
xx.
To represent SAE professionally as required in dealing with all external bodies;
xxi.
To undertake other relevant duties as directed.
5. Key Performance Indicators: i.
Effective performance of registry functions for SAE Institute, Europe.
ii.
Performance in relation to the key accountabilities above.
iii.
Maintenance and enhancement of appropriate record keeping systems.
iv.
Timely production and delivery of award certificates, diplomas, transcripts and testamurs as needed.
v.
Effective implementation and timely review of the Institute’s policies and procedures required for external review or audit.
vi.
Effective implementation of relevant outcomes from relevant internal or external reviews or audits, or senior management directives.
vii.
SAE compliance with relevant MU, government and external regulatory requirements in relation to academic administrative and student related matters.
viii.
Provision of sound advice to SAE senior staff as required.
ix.
Effective operations of the Assessment Panels and Boards throughout the academic year.
x.
Effective membership of the Academic Management team.
xi.
Effective provision of support for formal academic meetings, events and committees.
6. Selection Criteria: Essential Criteria i.
Tertiary qualification/s and substantial relevant experience in a similar position.
ii.
Comprehensive knowledge of the post-secondary and higher education sectors and requirements to operate as a registered and accredited private provider.
PD – Registry Officer
p3
iii.
Exceptional organisational skills to prioritise and manage administrative processes and to undertake specific tasks to tight time lines.
iv.
Excellent written and oral communication skills.
v.
Competent IT skills to work with SAE’s database systems.
vi.
An ability to enhance the effectiveness of the registry function and liaise effectively with the management team across the SAE Group.
vii.
Availability for local and international travel.
viii.
Understanding of WHS, Anti-Discrimination, Sexual Harassment, Access and Equity, EEO principles and practices, and other relevant legislation.
ix.
Must have the right to live and work in the UK.
Desirable Criteria i.
Additional languages (in addition to English) would be highly desirable (preferable German or French).
ii.
Experience in registry positions would be an advantage.
PD – Registry Officer
p4
Job Application Form
Position applied for: ........................................................................................................................... Campus/Location: .............................................................................................................................. Last/ Current Position: ....................................................................................................................... If Internal Candidate: Navitas / UPD / SAE / other: ………………………………………… Dates employed within Navitas from/to: …………………………………………
Personal Details Surname: ...........................................................
Name: .....................................................................
Current Address: ................................................................................................................................... Preferred number ................................................
Preferred contact time: ..............................................
Email address: .................................................... Citizenship: … ........................................................................................................................................ Work Visa Status: ..................................................................................................................................
Application Details Where did you see the job advert? ………………………………………………………………………….. Did you know about Navitas / SAE prior to submitting your application? Yes / No In what capacity ………………………………………………………………………….. I do want that SAE Institute keeps my résumé on file (please tick the box)
Please note that internal applications are welcome. All applications will be treated in exactly the same manner and those short-listed for an interview will be informed of the details of their interview. In the event you are shortlisted for an interview it is important that you advise your line manager that you have reached this stage of the process. In the event that you are offered the role the recruiting manager for this role will contact you and your line manager to discuss appropriate transitional arrangements and commencement dates to ensure continuity of business prior to formalising the arrangements.
Please contact GHR if you have any questions
about this.
Signature:
_______________________________
Date:
Version 2 – July 2013
