Job Description

The City and Guilds Art School, an independent Higher Education provider with a 170 year history of providing specialist education in fine art and craft, is looking to appoint a Registry Administrator to join its small administrative team. The post-holder will be an initial point of contact for admissions inquiries, will deal with all aspects of the administration of applications and admissions onto our specialist undergraduate and postgraduate courses. The post will in particular lead on processing applications from International students and advise prospective applicants on visa requirements

Applicants should bring recent administrative experience in a similar role and will have excellent interpersonal and written communication skills, strong organisational skills and attention to detail and the ability to handle a varied workload working as part of a team where your input is valued and makes a difference. Experience of using Microsoft Office, spreadsheets, databases and web applications is essential.

HOW TO APPLY:

Please contact us via Indeed or email to request a

JOB APPLICATION FORM or download from our webiste, Work for Us page.

Please send your completed Application Form, setting out how your knowledge and experience meets the person specification, and CV to the email address provided.

DEADLINE:

9am, Monday 8th December 2025

1

Main Purposes of the Role

1.1 The Registry Administrator: Admissions & International, in collaboration with the Registry Administrator: Admissions & Bursaries, is responsible for all aspects of the administration of applications and admissions to Foundation Diploma, Undergraduate and Postgraduate programmes.

1.2 As primary contacts for prospective applicants, the RAs have a significant responsibility for ensuring that communication and service reflect the Art School's values.

1.3 The Registry Administrator: Admissions & International is also responsible for supporting international students and maintaining the Art School's compliance with the UK Visas & Immigration (UKVI) rules under the Student visa route.

1

Main Duties & Responsibilities of the Role

The main duties and responsibilities that are the normal expectations associated with the post are:

Applications & Enrolment

1.1 Act as the first point of contact for prospective applicants and handle inbound enquiries by email, phone or text/WhatsApp;

1.2 Work as a key member of a two-person team, ensuring that communications across Professional Services and with Admissions Tutor and Heads of Department are effective and timely;

1.3 Be responsible for all aspects of the administration of applications, enrolment and the student records database;

1.4 Ensure the quality of data records and the maintenance of accurate datasets, both up to and following enrolment, with due regard to GDPR and HESA requirements;

1.5 Maintain timely and effective communication between the Art School and applicants throughout the admissions process, from initial enquiry through to interview and enrolment;

1.6 Ensure applications, interviews and enrolment processes are co-ordinated and delivered in a timely manner and to the benefit of every individual;

1.7 Report to Senior Management on the up-to-date application and enrolment numbers;

1.8 Relevant to the recruitment cycle, ensure the accuracy of admissions information, wherever it may be used: publicity, handbooks, website, etc;

1.9 Deliver all aspects of the role with due regard to the Art School's regulations, policies and procedures.

International

1.1 Maintain a working understanding of the visa requirements for international students and keep abreast of changes in the UK Visas & Immigration (UKVI) regulations;

1.2 Give guidance and advice on Student visas, resolve immigration and compliance issues;

1.3 Assist international students with their visa applications by issuing a Confirmation of Acceptance for Studies (CAS);

1.4 Maintain the accuracy and consistency of data records on international students, to satisfy the Home Office requirements set out in Student Sponsor Guidance;

1.5 Carry out reporting and other sponsorship duties.

General Administration

1.6 Ensure the maintenance of immaculate record-keeping on the Art School's CRM system and Shared Drive;

1.7 Review and approve Student Oyster photocard applications on the TfL portal;

1.8 Where necessary, assist the Registry Administrator: Admissions & Bursaries in confirming registration and attendance on the Student Loans Company portal;

1.9 Liaise with Finance Office on matters pertaining to tuition fees and payments;

1.10 Provide support during Degree Shows (e.g. staffing Welcome and Sales Desks);

1.11 Undertake health and safety duties and responsibilities appropriate to the role;

1.12 Act as Clerk - including liaison with the Chair or any external members, booking rooms and writing meeting minutes - to occasional committees assigned by the Line Manager;

1.13 From time-to-time, perform other duties as may be assigned by, or in consultation with, the Line Manager.

Miscellaneous

1.14 Participate in the individual Performance Review Process and engage in staff development and training activities set by the Art School and the Line Manager;

1.15 It is the duty of the post holder not to act in a prejudicial or discriminatory manner towards members of staff, students, visitors or members of the public. The post holder should also counteract such practice or behaviour in others by challenging and reporting it;

1.16 To promote and maintain a positive profile of the Art School through professional conduct at any public facing events.

Review

This is a description of the job as it is constituted in November 2025. It is the Art School's practice to periodically review job descriptions to ensure that they accurately reflect the job that is required to be performed, and to incorporate proposed reasonable changes following negotiation with the post-holder.

PERSON PECIFICATION

-Experience-

Essential:

Comparable administrative experience Fluency in English language both in writing and orally Experience of dealing with a diverse range of service users

Desirable:

Experience of working in a Higher Education institution in: Quality assurance/enhancement

OR

Registry

OR

Governance Experience of working in an arts institution

-Technical work-based skills-

Essential:

Professional competence and confidence with MS Office, Outlook, Electronic diaries; Experience of working with and maintaining databases and/or CRM systems

Desirable:

Experience of HESA data returns Experience of a Virtual Learning Environment (Moodle or equivalent) Awareness of web-technologies such as Word-Press

-Knowledge-

Essential:

Understanding of the processes involved in admissions Understanding of equality issues Knowledge of the HE-landscape and recent developments

Desirable:

Understanding of Higher Education governance Comprehension of the scope/detail of HESA Data Futures

-Skills &Attributes-

Essential:

Highly developed interpersonal skills, able to effectively communicate both verbally and in writing Demonstrate both empathy and professional rigour in dealing with a range of people with diverse and non-traditional personal histories Ability to manage and prioritise workload and judge one's own capacity in order to request, or offer, assistance when necessary Capacity to adapt and evolve in response to changing demands both internally and externally Ability to work effectively both in a team and independently Pro-active problem solver

Desirable:

Review and report writing Minute taking
Job Types: Part-time, Permanent

Pay: 23,600.00 per year

Expected hours: 32 per week

Ability to commute/relocate:

London SE11 4DJ: reliably commute or plan to relocate before starting work (preferred)
Work Location: Hybrid remote in London SE11 4DJ