Registry Manager

Company: Victoria College of Arts and Design

Position: Registry Manager

Location: ON-SITE, London Borough and Harbour Exchange Campuses

Salary: £42,000 – £48,000 per annum

Work Schedule: 9am – 5pm, Monday-Friday

Employment Type: Full Time

Department: Registry

Reporting to: Head of Registry

About us

Victoria College of Arts and Design (VCAD) provides higher education teaching and learning in the arts, design, creative industries and business fields. Our goal is to guide and support our students on their journey to becoming successful individuals and citizens. We strive to offer the best services and resources available to ensure that our students are well-prepared for graduate-level employment within the creative industries or any other aspect of the world of work. From enrolment to graduation, we are dedicated to nurturing our students’ growth, fostering their creative and critical skills and equipping them with the confidence and abilities needed to excel in a professional environment. Whether through the dedication of our lecturers and support staff, our outstanding facilities, or our network of industry connections, VCAD is committed to helping and mentoring our students so that they achieve their personal goals and build themselves sustainable and fulfilling careers.

Position Overview

VCAD is seeking an experienced and motivated Registry Lead to oversee the effective management of student records, assessments, and regulatory compliance across the full student lifecycle. This is a key operational role, responsible for ensuring data accuracy, statutory reporting, attendance monitoring, and quality assurance processes are delivered to a high standard.

We are looking for a confident and collaborative leader who can manage and develop a small team, strengthen systems and processes, and work closely with academic colleagues, senior managers, and external regulatory bodies. The successful candidate will combine strong technical knowledge of Registry operations with a practical, solutions-focused approach, helping to maintain compliance while continuously improving the service we provide to students and staff.

Key Responsibilities

Student Records Management:

• Lead the maintenance and accuracy of student records, ensuring compliance with internal policies and external regulatory requirements.
• Oversee enrolment processes, ensuring a smooth student onboarding experience.
• Manage student change of circumstances, including programme transfers, break-in-studies, and withdrawals, ensuring timely updates to student records.
• Provide expert guidance to academic staff on student record-related matters, ensuring consistency and compliance.

Assessment and Examinations:

• Oversee the preparation, validation, and maintenance of assessment records, ensuring accurate input and timely release of results.
• Support the coordination of assessment processes, including managing student submissions, grade entry, and the preparation of materials for Examination Boards.
• Ensure the integrity and security of assessment data, working closely with academic and IT teams.

Regulatory Compliance and Reporting:

• Ensure compliance with GDPR, CMA regulations, and Higher Education policies.
• Support the preparation of statutory reports, including data submissions to external regulatory bodies & Validating Partners.
• Monitor attendance records and liaise with respective teams to ensure adherence to set requirements.
• Coordinate and prepare student-related statutory external returns for regulatory bodies such as the Office for Students (OfS) and the Higher Education Statistics Agency (HESA).

Student Experience & Support:

• Act as a key point of contact for student queries related to Registry processes, providing clear and timely information.
• Oversee the production of official documentation, including transcripts, student status letters, and graduation certificates.
• Provide support for student appeals, academic misconduct cases, and extenuating circumstances processes, ensuring efficient case handling and record-keeping.
• Support the planning and execution of graduation ceremonies, ensuring they are delivered to a professional standard for graduating students and their guests.

Process Improvement & System Management:

• Identify opportunities for streamlining Registry processes and contribute to system enhancements.
• Support the development and maintenance of student records systems, ensuring data integrity and efficiency.
• Provide training and guidance to Registry staff on system usage and best practices.

Attendance and Engagement Monitoring:

• Oversee attendance monitoring systems, ensuring accurate data collection and reporting.
• Identify trends in student attendance and engagement, escalating concerns to relevant teams for intervention.
• Work closely with academic departments and student support teams to improve student retention through proactive engagement initiatives.
• Ensure compliance with Awarding Body requirements.
• Develop and implement strategies to enhance student participation and engagement across courses.

Data Analytics and Reporting:

• Develop and produce reports on student records, assessments, and engagement data to inform decision-making at faculty and institutional levels.
• Analyse key student metrics, including retention, progression, and achievement rates, providing insights to enhance student outcomes.
• Work collaboratively with IT and data teams to improve the efficiency and accuracy of reporting systems.
• Support the Registry team with predictive analytics to identify at-risk students and recommend proactive interventions.
• Ensure that all reports comply with internal governance frameworks and external regulatory requirements.

Committee Servicing & Stakeholder Engagement:

• Lead committee servicing responsibilities, including preparing agendas, collating papers, and drafting minutes.
• Work closely with academic departments, student services, and external regulatory bodies to facilitate effective communication and collaboration.
• Provide high-level administrative support to senior managers, ensuring deadlines and objectives are met.

Leadership & Team Support:

• Provide mentorship and guidance to Registry Officers, ensuring consistent service delivery and professional development.
• Deputise for the Head of Registry as needed, representing the department in meetings and decision-making processes.
• Foster a collaborative and proactive team environment, contributing to the continuous improvement of Registry services.

Line Management:

• Supervise and support members of the Registry team, ensuring workload is effectively managed and deadlines are met.
• Conduct regular one-to-one meetings and performance reviews, providing feedback and identifying development opportunities.
• Assist in recruitment, training, and onboarding of new staff within the Registry department.
• Promote a positive and inclusive working environment, encouraging continuous professional development and high levels of staff engagement.

What we’re looking for

Essential:

• Degree or equivalent qualification.
• 7+ years’ experience in Higher Education
• Experience in student services/support, Registry or similar HE administration.
• Experience supervising or managing staff.
• Ability to manage operational processes, workflows and documentation.
• Experience supporting the student lifecycle.
• Experience contributing to quality assurance processes.
• Confidence using student record systems and digital tools (including MS365).
• Understanding of HE regulations, compliance requirements and data quality.
• Strong organisational, planning and problem-solving skills.
• Ability to analyse data and prepare clear reports.
• Strong written and verbal communication skills.
• Ability to work collaboratively with a range of stakeholders.
• Flexible, adaptable and able to work effectively in a developing organisation.
• Interest in change management and service improvement.

Desirable:

• Understanding of sector quality frameworks and best practice.
• Experience with student engagement activities (e.g., student voice, mentoring)

Benefits

• Annual leave (7.2 weeks)
• Workplace pension scheme.
• Company Sick Pay.
• Statutory maternity and paternity pay.
• Employee Assistance Programme (HA Wisdom Wellbeing)
• Virtual GP access (Livi)
• 'Speak Up Service' - confidential support service to report any workplace concerns
• Specialist physical and mental wellbeing support services with 24/7 confidential counselling support (Wisdom)
• Specialist menopause support, including online CBT (Wisdom)
• Financial, legal and medical advice services provided (Wisdom)
• Life & Leadership coaching (Wisdom)
• Financial coaching (MUNNY)
• Discounts and perks, offering savings on shopping, activities and more (Bright Exchange)
• Career development and training opportunities.
• Training and self-development opportunities.

Application Instructions

***Please submit one consolidated document containing your CV and cover letter, clearly outlining how you meet the requirements of the role***