Registry Assistant

To process and validate data associated with learner activity in respect of both College and partner provision. This will include:
• adhering to systems and procedures to ensure an efficient and co-ordinated approach to all aspects of enrolment
• following published processes for data collection and maintenance to support quality improvements

2.2 To maintain the validity and integrity of learner data within the College, including (as appropriate to the role):
• ensuring that accurate learner personal details, and enrolment data, is held on the College student records system in compliance with ILR requirements
• inputting student and apprenticeship information
• claiming apprenticeship framework certificates
• advising curriculum staff on funding rules
• ensuring that, where appropriate, learners are registered/entered with awarding organisations in a timely manner for current enrolments on the College student records system
• adding examinations to the examination timetable as appropriate eg date, start and end times, access arrangements, and to supply examination papers where required, in a timely manner
• the reconciliation of exam invoices to related paperwork to maintain the financial integrity of the examination budget
• the maintenance and verification of learner and enrolment data as appropriate eg register checking, withdrawal forms, change of circumstance, and comply with audit requirements.
• updating learner achievements in the College student records system as appropriate, checking end dates and guided learning hours where necessary, and resolving outstanding outcomes.
• issuing certificates to learners where appropriate
• action room bookings
• deal with enquiries from internal and external sources to provide an effective response to customers

2.3 To ensure that:
• evidence is maintained to support internal and external audit as required
• data is recorded in a timely and accurate manner to support the submission of funding and data returns


3. General

3.1 To develop knowledge and understanding of funding agency requirements, completing required personal Continued Professional Development as identified and agreed.

3.2 To contribute to the development and maintenance of a comprehensive suite of procedures and work instructions associated with the area of responsibility.

3.3 To ensure ‘best practice’ is shared and developed across College by supporting the delivery of appropriate staff development.

3.4 To comply with all College policies, procedures and quality assurance systems.

3.5 To perform other such duties commensurate with the grade of the post, as required by the Principal and Chief Executive and/or Head of Registry.