Registry Officer

JOB DESCRIPTION

Employment status and working hours

We have two positions available

• Full time, permanent
• Full time, fixed term for up to 12 months (maternity cover) – available to start from mid-August

Full time hours at the University are 35 per week with the standard working pattern Monday to Friday from 09:00 to 17:00.

Please confirm on your application which vacancy you are interested in.

Organisation structure

Education and Students, Academic Registry.

Your line manager will be Sarah Tanton, Assessment, Results and Awards Manager.

Place of work flexibility

The majority of your working week will be spent at our office in Reading and the rest at your home*. The exact split of days/hours is negotiable but must include a minimum of three working days each week in Horizons on the core days (Tuesday, Wednesday, Thursday). The office closes on Fridays. You can attend the office on Mondays if you have worked the three core days. *Working from home is only possible if your environment is suitable - please see the ‘Working from home’ section on our Careers Site for further information.

High level summary of job role

As a Registry Officer, you will play a vital part in ensuring a high-quality student experience by coordinating and administering key assessment-related processes with accuracy, efficiency, and integrity. This role is essential in maintaining student trust in academic procedures, ensuring compliance with University policies, regulatory requirements and upholding high academic standards.

With a strong focus on service excellence, you will be responsible for student records and assessment administration, ensuring that assessment outcomes are processed fairly, accurately, and in a timely manner. By collaborating with internal and external stakeholders, you will contribute to the seamless delivery of assessment operations, supporting student progression and success. You will also be involved in addressing student queries, facilitating key academic processes such as mitigating circumstances and academic misconduct cases, and ensuring that assessment-related decisions are clearly and transparently communicated.

Through meticulous attention to detail and a commitment to continuous improvement, you will support the University’s goals for student success while ensuring the integrity of assessment processes and compliance with sector standards.

Specific job role accountabilities and responsibilities

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Acquire and maintain a good knowledge of University Policy and Regulations.

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Ensure consistency of approach and the sharing of best practice across the wider Academic Registry team and University.

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Address student queries with compassion and clarity, both in writing and over the phone. Provide accurate and empathetic responses to ensure students feel supported and understood.

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Coordinate the processing of assessment results, ensuring accuracy and timely updates to student records.

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Coordinate the moderation process, including assessment, module, and borderline reviews.

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Monitor the progress of marking and moderation, ensuring adherence to standards and timelines.

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Address and resolve queries and issues raised by markers and moderators.

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Coordinate clarification on feedback to students as needed.

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Ensure the timely release of assessment and module results to students.

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Coordinate and administer the academic misconduct process, ensuring compliance with University policies.

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Coordinate and administer the mitigating circumstances process, ensuring fair and timely processing.

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Support the student disciplinary procedures, ensuring compliance with University policies.

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Prepare information and data for review by external examiners and manage the logistics of Board of Examiners meetings.

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Ensure the timely and accurate update of student records with decisions made by the Board of Examiners.

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Be responsible for the accurate printing and distribution of diploma supplements and certificates, always maintaining high quality standards.

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Administration of the assessment, award, and certificate production within a defined criteria for academic prizes.

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Support the CMI audit process, ensuring compliance with relevant standards.

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Support the administration of EPA assessments.

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Address and resolve issues related to assessment processes and student records.

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Provide phone cover and support for other teams as needed.

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Respond to, and action, requests for student records, ensuring timely and accurate responses.

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Support with graduation administration including ensuring timely and accurate responses from the Graduation inbox.

Other important features of the job role

Line management responsibilities: None.

Budget responsibility: None.

In this role you will liaise with the following: Academic Quality Unit, Academic Operations, Business Development, Education and Students department, Finance, Learning Technology, Student Services, IT Service.

PERSON SPECIFICATION

E = Essential person requirement; D = Desirable person requirement

How the person requirement will be assessed: This is not a heading

A = Application; I = Interview; T = Test or other assessment

Please be aware that as part of safer recruitment and onboarding processes , we will seek original documentary evidence of the relevant academic and/or professional qualifications which you include within your job application. This is all part of our comprehensive pre-employment screening which also includes checking your identity, right to work, criminal record history (basic disclosure unless specified otherwise), and three years employment history. This is all part of our commitment to safeguarding our students . Keeping our students safe is a responsibility shared by everyone within the University.

Qualifications and training

GCSE Maths and English language Grade C or 4 or above (E, A).

Further education level qualifications (D, A).

Previous experience

Delivering high quality customer service (E, A, I).

Administrative experience (E, A, I, T).

Working with student or customer records system/database (D, A, I).

Working within Higher Education or compliance (D, A, I).

Behaviours and attitudes

Alignment to the University’s core values and growth mindset approach, which reflect our culture. Refer to the specific behaviours within the Competency Framework (E, I) – summarised within the careers site.

Skills, knowledge, other requirements

Attention to detail, ensuring high levels of accuracy (E, I, T).

Strong written and verbal communication skills (E, A, I, T).

Ability to establish positive and effective working relationships with staff at all levels and across a broad range of areas (E, A, I).

Ability to prioritise and respond effectively to competing demands (E, A, I).

Willingness to learn new technologies and processes (E, A, I).

A positive and enthusiastic team player, with the ability to adapt readily to changing circumstances and take ownership of tasks (E, A, I).

Ability to listen and take advice or direction from colleagues (E, I).

Ability to respond positively to varied workload (E, I).

Commitment to continuous improvement (E, I).

Ability to set personal and professional goals and work towards achieving them (E, I).

Digital skills confidence: We use MS Office which includes Teams, Outlook, Word, Excel, and PowerPoint and several other systems/technology (E, I, T).

Commitment to delivering positive outcomes for our students regardless of your area of work within the University; we want our students to be successful (E, I).

You must be prepared to undertake mandatory online training should you be appointed. The University is regulated by the Office for Students and Ofsted, and we have specific requirements and expectations around safeguarding, Prevent, and anti-harassment and bullying. This is all part of our Competency Framework requirements (E, I).

PAY AND BENEFITS

Salary: Salary range from £25,000 to £26,000 per annum.

Holiday: 26 days paid holiday (rising to 28 with service) plus paid bank/public holidays plus up to five paid closure days (typically between Christmas and New Year); all per holiday year Full Time Equivalent. Our holiday year runs from 1 August to 31 July. We also have a holiday buy and sell scheme in place. Sometimes the University does not need to close for five days per year and any balance (for example one day), can be used as a paid Wellbeing Day to take time out for your own physical or mental health.

Pension and life assurance: Pensions auto-enrolment to the People’s Pension which is a default salary sacrifice scheme. You may opt out of salary sacrifice but remain in the scheme, or you may choose to opt out altogether. We provide life assurance (death in service) cover as standard to all employees.

Family-friendly policies: Policies in place for all types of family-friendly statutory leave with enhanced pay available from day one of employment for some leave types. Access to Tax-Free Childcare (Government scheme).

Wellbeing: Full access to the Employee Assistance Programme as well as the Thrive Mental Wellbeing app. Several employees are trained Mental Health First Aiders and can support staff. We have a wellbeing policy and we focus on five pillars of wellbeing.

Sustainable travel: Cycle to Work and Electric Vehicle salary sacrifice schemes.

Parking: We have locked sheds for bicycles. For cars, for Horizons based roles, we may in the future be able to offer parking on site however you must not assume this will be possible. Every now and then we may have a spare parking space become available and you can ask to join the waiting list. The University is keen wherever possible, to encourage staff to commute as sustainably as possible.

Other health related benefits: Employer-funded Health Cash Plan (Simplyhealth) and voluntary dental insurance (Unum).

Other valuable benefits

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Charity giving options available including one voluntary paid day, per annum.

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You will have access to Microsoft Office 365 applications for personal use.

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You will have access to range of lifestyle discounts and everyday savings.

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We offer learning platforms including LinkedIn learning.

APPLICATIONS - THINGS TO CONSIDER

For an informal discussion about the role please contact Sarah Tanton on 0118 921 4760 or email s.tanton@ube.ac.uk . For any other enquiries please contact HR on 0118 467 2454 / 2433 or email recruitment@ube.ac.uk

Did one of our employees recommend you? If you apply on the recommendation of an existing employee, please make sure to mention their name within your application.

We're passionate about sustainability and we have a five-year strategic plan: We expect job seekers to be curious about who we are and what we do. We point you towards a couple of resources about who we are and sustainability .

Closing date and next steps

We will receive applications until the advert closes on Wednesday 01 July 2026 at 17:00 . We will not consider late applications. Our ATS does not screen applications, we humans do. Applications may be reviewed prior to the closing date and occasionally, you may be invited to interview ahead of the closing date.

Interview details

First stage interviews are scheduled for the week commencing 06 July 2026. We'll ask you to tell us about any dates you cannot make, up to 4 weeks from the closing date; this helps us to plan interviews should you be shortlisted, prior to contacting you.

Interviews are normally carried out over Microsoft Teams or Zoom. Depending on the job role and place of work, your interview may be at our Reading or London office. Please be prepared for a two-stage interview process, held on different dates. As part of the interview process, you will likely meet a member of the Senior Leadership Team.

Note for internal candidates

If you are an existing employee, we request you inform your current line manager of your intention to apply for this role.

If you are interested in the fixed term position, if you were (in the future) to be offered and accept this role, it would mean relinquishing your contractual permanent employment status with the University. Following the expiry of the fixed term period, your employment with the University would cease, unless an alternative role is secured. If instead you would like to apply for this role on the basis of it being a secondment (i.e. not relinquishing your permanent status), please discuss this with your current line manager. Only your line manager can consider and agree to a secondment because this impacts the resourcing in your current team. Please contact HR if you or your line manager need to discuss this further.