University of Cambridge

University Offices
Deputy Head of Records
Academic Division (assigned to Student Registry)
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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.
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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
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


resolving escalated records enquiries and providing solutions to nonstandard 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.
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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.
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
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(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
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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.
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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.
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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.
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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/)
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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
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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.
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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.
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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
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