Job Description
*** Strictly No Agencies*** Registry Administrator 1. Purpose of Job • Create and maintain accurate data relating to all aspects of individual learners’ personal details, enrolment, and examinations. • Maintain a clear and auditable trail for all learner-related records. • Contribute to a professional, effective, and customer focused Registry service. • Adhere to all College systems, processes, and quality standards. • Support the effective operation and administration of the Registry and Exams team. 2. Principal Accountabilities 2.1 Data Processing and Achievement Recording • Process and validate data relating to student achievement across the College. • Support the development of systems and procedures to ensure consistent and efficient achievement recording, timetabling, and register management. • Implement processes for data collection and maintenance to support quality improvement. • Update the student records system with online test results following examination completion. 2.2 Learner Data Integrity and Compliance General • Maintain accurate learner personal details in line with ILR requirements. • Provide guidance to curriculum staff on awarding organisation rules, regulations, and processes. • Maintain up-to-date knowledge of funding rules and eligibility criteria across relevant Combined Authorities, providing guidance and advice to curriculum and management teams to ensure accurate learner funding claims and compliance. • Respond professionally and efficiently to enquiries from internal and external stakeholders. • Maintain, verify learner and enrolment data as appropriate and comply with audit requirements. Exams specific • Ensure timely registration and entry of learners with awarding organisations for all current enrolments. • Schedule examinations, including dates, times, and access arrangements, and ensure examination papers are supplied as required. • Apply and process access arrangements in accordance with regulatory requirements. • Reconcile exam invoices with supporting documentation to ensure financial accuracy within the examination budget. • Update learner achievements on the student records system, verifying end dates, and resolving outstanding outcomes. • Ensure claims are submitted accurately, promptly, and subject to appropriate checking procedures. • Process and issue learner certificates in a timely manner • Validate grade entry into ILR Rooms/16-18 funding specific • Maintain and create learner timetables • Maintain and create learner registers • Maintain and verify planned hours against GLH • Maximise 16-18 funding bands, working closely with the CM’s • Reduce 16-18 funding bands and validate evidence when students complete early • Create offerings and validate from FALA • Validation between 4Cast and Pro-solution • Completion and verify work experience Adult funding specific • Maintain and verify learner enrolment data as appropriate • Process withdrawals, transfers, break in learnings and change of circumstance • Devolved area compliance • Advanced learner loan compliance • Funding and fees validated • HE tracking • Partner validation • Process and validate Destination data • Process and validate Learning support forms • Run and review validation reports to identify data errors, anomalies, or funding risks and work with curriculum and support teams to resolve issues promptly. Apprenticeship funding specific • Maintain and verify learner enrolment data • Process all withdrawals, transfers, break in learnings and change of circumstance • ITPs for all apprentices and compliant • OTJ verified • Process and validate Learning support forms • FCF and DAS verified • Co- contribution, care leavers/looked after grant monitored and maintained 2.3 Record Accuracy and Audit Readiness • Ensure curriculum and learner records are accurate, complete and compliant. • Support the timely and accurate submission of funding and data returns. • Provide accurate data to support College decision making. • Ensure awarding organisation evidence is available for internal and external audit.