*** 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.