Job Description

Faculty/Department Academic Registry
Salary Scale 47,389.29 - 56,535.44 per annum (pro rata)
Contract Type Permanent
Full-time / Part-time Full-Time
Weekly Hours 36.5
Employment Visa Non-sponsorable
Posted Date 29/10/2025
Closing Date 09/11/2025
Ref No 6002




The Role

What you'll do

Who you are - Qualifications, Experience, Knowledge and Skills required

How to apply

Benefits

Employment Visa



The Role



As a key member of the Academic Registry senior management team, the Deputy Registrar will lead on the development, implementation and review of both new and existing policies, procedures, regulations and systems, as well as contributing to the development of strategy.



Responsible for management of a team, or teams, of staff, the Deputy Registrar will define the work required, monitor progress and ensure work is co-ordinated effectively to meet deadlines and achieve targets.



The Deputy Registrar will cultivate excellent working relationships with senior colleagues across the University, as well as developing and maintaining connections with relevant external bodies, networks and partner organisations.



Deputy Registrars will have responsibility for leading on one of several portfolios within the Academic Registry. A summary of each specialism is outlined below.



Deputy Registrar will manage the respective team, or teams, aligned to these portfolio areas and will maintain oversight of the associated element of the Academic Registry budget. The portfolio areas are as follows:

Student Education Administration

This role leads the strategic development and implementation of procedures, policy and operations for student record management (including the provision of official documentation), data integrity, curriculum, assessments, academic regulations for taught students and student-facing logistics for graduation ceremonies.



The role assures accuracy, quality and compliance with external and internal reporting requirements, including student and course data and returns for Student Finance Wales and the coordination of data and logistics[RH1] for University Graduation ceremonies.



The role will demonstrate and develop an awareness and understanding of the transnational education landscape and will lead on and foster a flexible approach to accommodating relevant aspects of potential developments in this area.



The role will lead on the planning, coordination, and execution of examinations with particular focus points in Jan, May and August on an annual basis. The role will manage, support and administer academic services across the entire student lifecycle and across all different student cohorts. This includes maintaining student records, managing student examination, progression and certification processes.



In collaboration with Deputy Registrar Timetabling and Examination, this role will provide reflective and informed insight into continuous improvement in the context of exam processes, with due awareness of sector best practice and regulatory requirements.



For student record activities post-admissions, this role is responsible for ensuring processes and systems are maintained for the creation and maintenance of individual student records, inputting large volumes of student data, programme information accuracy, student record progression roll forward and management of access. It also leads on the development and operationalisation of curriculum and assessment regulations, ratification of progression and awards, the management of special circumstances, and associated communications with students, staff, and external examiners.



For professional practice and associated activities, the role ensures statutory compliance with all relevant Professional, Statutory, and Regulatory Bodies. The role engages with various stakeholders in the Faculty, Registry, wider University, and externally to identify best practices, ensure robust delivery and compliance with regulatory requirements, enhance current processes and experiences related to placements and alignment with strategic objectives.

Faculty Student Education Administration

This role provides strategic leadership to colleagues at all levels within the team ensuring effective, timely and consistent delivery of the Student Education and Experience plan and supporting delivery of the University's strategic objectives. Working closely with the AFPVCESEs and with other Deputy Registrars, the role oversees a comprehensive range of services to ensure an excellent teaching, learning and student experience throughout the student lifecycle within and across faculties. It ensures that all University policies and practices supporting the student education and learning experience are consistently adopted at Faculty level in a way that aligns with the working practices of other registry teams. The role also makes a key contribution to the development and implementation of procedures and policy in the specific areas of engagement monitoring, academic administration services to PGR students and placement policies and procedures and contributes to building positive relationships with placement providers to ensure satisfactory experiences for both students and partners.



The role coordinates and manages activities related to the operations of the Academic Registry within the Faculties. Current priorities include the three areas noted above along with student registration, induction, retention and progression. Priorities may change in response to developments in the HE external environment, student demand and behaviours and/ or changes in institutional strategic directions. The Deputy Registrar Faculty Student Education Administration role will make a creative contribution to driving this change, alongside the wider Deputy Registrar team and under the leadership of the Head of Academic Registry.



The role will contribute towards ensuring the quality and completeness of student records and will work strategically in the development and enhancement of student lifecycle processes. The role liaises with various stakeholders in the Faculties and the wider registry to ensure robust delivery of student-related services, compliance with regulatory requirements across the student lifecycle, effective communication, and alignment with strategic objectives.

Timetabling and Examinations

This role is responsible for leading the strategic development and implementation of the timetabling and examination functions within the Academic Registry. It works closely with the corresponding role holder in the Student Education Administration team.



This role aims to deliver a positive experience for both staff and students by taking a strategic, long-term approach to the timetabling of teaching, examinations and assessment. The role holder will analyse available data so as to identify trends in teaching, assessment and examination practices and procedure amongst staff and students at AU and lead discussions on the effective management of those trends. The role holder will be alert to upcoming innovations and risks in the sector and will activate the team to manage and optimise those developments.



Working at a strategic level, the role optimises the utilisation of academic space and efficiency, enhances the student experience in relation to the timetable, ensures team alignment with institutional policies, and reviews and implements new policies, procedures and systems to support timetabling. It also balances stakeholder requirements to optimise efficiency of academic and examination timetables.



The role will lead on management of the individual exam requirements (IER), preparing and running overseas exams along with past paper management, examination set up, (papers and timetable) and academic timetable set up, including seminar allocation and re-allocation. The role holder and their team will liaise directly with academic department within Faculties at an operational level. The role will lead on communication between a wide range of stakeholders regarding examination, timetabling and on the recruitment and training of examination invigilators and superintendents for each examination period.

Quality and Assurance

This role is responsible for leading the strategic development and implementation of procedures for quality and assurance at AU. It ensures compliance with regulatory standards and accreditation, leading on the implementation of the UK Quality Code and driving continuous improvement to enhance student education and experience.



The role involves anticipating and preparing for changes in quality assurance and enhancement, especially in relation to changing government policy and regulatory frameworks, providing high-quality information and advice to the Executive, Senior Management and the wider University community.



The role leads and manages the evaluation and improvement of AU standards, practices and academic rules and regulations, including the meeting of academic thresholds and benchmarks, the setting of academic standards, monitoring and evaluating the teaching, learning, assessment and overall delivery of qualifications and addressing the teaching enhancement agenda. The remit of this post includes management of the Appeals and Final Review processes and making proposals for continuous improvement and supporting the FPCVESEs and Academic Registrar in enhancing the student experience.



Leading the review of quality management procedures, this role will consider best practices and the regulatory and international landscape, representing the University in regional, national, or sector bodies relevant to quality assurance and enhancement. The role holder will keep abreast of new developments and trends in the design and delivery of HE curriculum, including non-traditional teaching models and methods. The role holder will deliver on the provision of excellent and robust quality assurance in a flexible, and creative way that will enable the University to meet the changing needs of its student cohorts moving forward.



This role will monitor policy changes, managing their impact on the University, developing new processes to ensure compliance, and engaging with various stakeholders to ensure robust delivery and regulatory compliance. It identifies best practices and proposes continuous improvements to enhance the student and stakeholder experience as well as leading on definition and development of enhancement themes and case studies as appropriate.



There is an anticipation that the role holders will rotate within and across different teams to ensure that knowledge and experience is developed across all areas. This will allow for the development of a coherent, flexible and responsive department. Opportunities for movement across teams will be discussed on an individual basis as business need/opportunity arises and will form one element of the career pathways plan for colleagues within the Academic Registry structure.



What you'll do



This job description is subject to review and amendment in the light of the changing needs of the University, to provide appropriate development opportunities and/or the addition of any other reasonable duties.



Core responsibilities will include:


Leading the development, implementation and review of policies, systems and processes in order to create and maintain high quality, accurate, compliant and timely records and data to inform decision-making and to fulfil the University's statutory requirements. Accounting for activity within the remit of the role and take a proactive approach to communicate issues, particularly where risks are evident which may affect the delivery of the University's strategic plan and/or the Registry. Providing leadership and management for the respective team or teams, which will include providing pastoral care and fostering a positive working culture. Recruitment, selection, training and development of staff. Setting clear priorities, goals and service standards for their respective specialism, delegating work as required. Managing oversight of the relevant proportion of the Academic Registry budget. Supporting the Academic Registrar in setting service priorities, contributing to the annual planning cycle and delivering the service plan. Servicing high level University committees, which will include advising Chairs and members on complex processes, procedures and regulations as well as relevant external legislation and frameworks. Writing complex reports and documents, for example, University regulations, taking into account the requirements of the HE regulatory and statutory landscape. Professional Bodies and stakeholder feedback. Negotiating with colleagues, and with senior staff and external bodies in order to take forward strategic developments. Participating in relevant University committees, groups and networks as an active member to facilitate achievement of shared goals. Representing the University at external events as appropriate to the specialism. Leading and managing complex collaborative projects across the University which may include external bodies and/or partner organisations. Frequent problem solving, which will require creative and innovative solutions, often under significant time pressure, in order to respond rapidly and proportionately to resolve issues where there may be conflicting requirements. Undertaking systematic research and analysis, using both qualitative and quantitative data, to inform working practices, the development of policies and procedures, and to facilitate the compliance and continuous improvement of service standards, or in response to complaints about service, standards and/or conduct. Continuously developing and maintaining appropriate specialist knowledge, skills and expertise to fulfil the requirements of the role, in part through undertaking relevant professional training and development. Leading innovation to increase efficiency and improved service provision for both staff and students and drive financial sustainability. Building effective working relationships with other members of the Senior Leadership Team to enhance synergies, develop consistency of approach, share good practice and address concerns constructively between teams across the Academic Registry. Developing a consistent and joined-up professional offering, driving a culture of working together in partnership, internally and externally to the Academic Registry. Undertaking duties flexibly, as required, in periods of annual leave, staffing shortages or busy periods across the Registry functions and Teams, including any other duties within the scope and general nature of the grade which may be required. Deputising for the Academic Registrar as appropriate. Undertaking other duties as assigned by your line manager, commensurate with the role's grade. Demonstrating flexibility by supporting colleagues during periods of high demand, including attendance at key university events such as open days and graduation ceremonies which may include weekend work. Promoting equality of opportunity, and to support and uphold the University's commitment to diversity and inclusion in all aspects of your work.

Supporting the university strategy and underlining plans

, engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop yourself and support the development of others. Fulfilling health and safety responsibilities appropriate to the role, while actively promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community. Additionally, support the University's commitment to environmental sustainability through responsible practices and engagement.

The above does not represent an exhaustive list of duties associated with this role.



Who you are - Qualifications, Experience, Knowledge and Skills required

Essential

1. A degree or equivalent experience.



2. Extensive knowledge and demonstrable experience of the management and delivery of academic administration at a senior level, within a Higher Education environment or similar, in one or more of the designated Academic Registry portfolio areas.



3.Development, interpretation and communication of highly complex procedural and regulatory information to individuals, as well as groups, via presentations, briefings and training both internally and externally.



4. A sophisticated understanding of the current HE landscape, including an appropriate level of knowledge of relevant regulatory, statutory or legislative requirements.



5. Demonstrable experience of successful project management.

6.

Demonstrable evidence of leading and managing cross-functional teams that deliver services, deploying effective resource management, setting and achieving targets and building staff capability.


7. Awareness and understanding of the TNE landscape and a flexible approach to accommodating potential developments in this area.



8. Creative and innovative approach to problem solving with a track record of initiating and implementing change to improve effectiveness.



9. Extensive knowledge and experience of critically appraising and reviewing practice with a view to identifying improvements and in order to manage and respond to complaints about service, standards and/or conduct.



10. Strong interpersonal skills, including the ability to demonstrate good judgement, as well as to establish and nurture strong relationships, including in sensitive and emotionally charged situations.



11. A professional, resourceful and proactive approach to anticipating and resolving problems, working to tight deadlines with accuracy and attention to detail.



12. Effective IT skills, including the ability to use databases, as well as analyse complex data to inform decision making.



13. Proven effective communication skills, including the ability to write complex reports and correspondence, as well preparing briefing papers.



14. A willingness and ability to undertake UK and occasional overseas travel.



15. A willingness to work occasional evenings and/or weekends to provide support for out of hours activities where appropriate.



16. Oral (spoken) Welsh Level B2 and Written Welsh Level C1 or evidence to demonstrate an on-going commitment to learn Welsh to this level.


The welsh language level is based on going out to recruitment for the role

Desirable

Relevant professional qualification

Experience of managing budgets.

Experience of chairing committees.

Oral (spoken) and Written Welsh Level C1.



More information on Welsh Language Levels can be found at:


https://www.aber.ac.uk/en/hr/policy-and-procedure/welsh-standards/



How to apply



To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements.



Applications for this role must be made through jobs.aber.ac.uk. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.



Benefits


Flexible working policy 36.5 - hour week for full-time roles Generous leave entitlements - 27 days annual leave plus bank holidays and university closed days Commitment to Professional Development Enhanced contribution to our workplace pension schemes Staff recognition and reward schemes Opportunity to learn the Welsh language for free Staff relocation bursary Maternity, Paternity, Parental and Adoption Leave Staff discount for gym facilities, hospitality, and retail on campus.
Please keep reading



We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.



We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.



Employment Visa



We welcome international applicants who are eligible for sponsorship under the Skilled Worker Route.



Under the points-based system, this role meets the criteria to be sponsored by AU for an SWR application. Please be advised that AU will only support the Certificate of Sponsorship for any employment visas and will

not

support the payment of the employment visa for the offered candidate and/or dependants.



Any prospective candidates coming to work for AU under the SWR will require a minimum of 70 points, made up of the following:

Skilled Worker Route Points-Based System

Points

Meets (Yes / No)

Mandatory / Non-tradeable Criteria (50 points)

A job offer from a UK licensed sponsor


20 points


Yes


Job is above the minimum sponsorable skill level


20 points


Yes


Appointed candidate to have appropriate knowledge of the English language

10 points


Yes


Total = 50 points

Tradeable Criteria (dependent on candidate appointed)

Salary meets minimum threshold


20 points


The candidate holds a PhD in a subject relevant to the job


10 points


The candidate holds a PhD in a STEM subject relevant to the job


20 points


The advertised role is on the UK Shortage Occupation List (SOL)


20 points




Appropriate knowledge is classed as the following:

A national of a majority English speaking country Having an academic degree taught in English (if an overseas degree, must be verified by NARIC) Completing and passing an English language test at Level B1 or above.

For more information, please visit: https://www.gov.uk/skilled-worker-visa