Registry & Records Manager

 

Registry & Records Manager – Permanent

Current Context and Opportunity

The Office of the Registrar is looking for an ambitious person to take a step up from their work in the central administration in (ideally) a higher education institution to lead the development of the registry, records and institutional research areas within the IMI Registrar Department. 

IMI provides a variety of high quality learning experiences for the executives who participate in its programmes. From formal Professional Diplomas, Masters and Postgraduate Certificates to short open or customised programmes. The Registry & Records Manager is responsible for ensuring that participant records in respect of IMI programmes are accurate, secure and appropriately maintained in compliance with principles of privacy and confidentiality. To discharge this responsibility the incumbent will manage and take the operational lead on core activities of the Office, to include admission, enrolment, registration, assessment records, graduation. In addition, the postholder will generate quantitative and qualitative reports for a variety of IMI stakeholders, presenting and analysing information in effective waysAs a key member of the Office of the Registrar, the Registry & Records Manager will contribute to the implementation of the Institute’s strategy, supporting and implementing quality assurance activities and contributing to institutional research activities.

About the IMI

Leadership. It’s more than a job – it’s a mindset. It’s the capacity to inspire, empower and create new possibilities. IMI’s mission, and passion, is to equip leaders to build the future. We are world-class specialists in enabling and inspiring leadership performance. We challenge and support leaders to fulfil their ambition - unlocking their potential and giving them the skills to deliver exceptional performance.

We’ve been shaping world-class executives for over sixty years. Founded by business leaders, for business leaders, in partnership with UCC’s expert research faculty, we deliver intensively practical executive education that works in the real world. Our unique global rankings are a testament to our impact.

Any day spent at IMI challenges assumptions, deepens perspective and amplifies ability to lead. Do you have what it takes to work with IMI? Join us on our mission to equip leaders to build the future, and you will shape the future of leadership in Ireland. 

IMI. Inspiring Leadership Performance.

Key Responsibilities

Reporting to the Registrar, the post holder will take a hands-on operational lead in the registry and will:

  • Oversee and maintain the accuracy and security of participant records utilising best practices in record management and consider any opportunities for data analytics arising from data stored.
  • Ensure the learner and programme record system is fit for purpose, accurately configured and best integrations with other systems are in place
  • Ensure there is a single source of truth for all participant grades where all personal information is stored, and it is appropriately updated with all participant grades, deferral information, etc.
  • Design and generate statistical reports on learner participation, and contribute to the use and development of data analytics where relevant to contribute to improvements in the participant experience and in programme provision
  • Prepare qualitative and quantitative analyses of the learner journey and/or programme participation for a variety of internal or external stakeholders, using data visualisation where appropriate
  • Maintain the programme record on the record system ensuring accuracy and completeness
  • Manage the registration processes for participants, respond to participant eligibility enquiries and liaise with other IMI departments regarding the registration process
  • Prepare data files for participant registration with UCC and ensure quality checks take place in advance of the data transfer
  • Monitor the recording of penalties for late submissions of assignments and poor attendance
  • Collate assessment data and conduct all necessary data verification checks prior to Examination Boards
  • Issue participant results letters after Examination Boards and respond to all enquiries regarding transcripts of results
  • Assist in the training of Programme teams when required
  • Liaise with Programme Directors, and heads of other IMI departments
  • Manage the administration of the Recognition of Prior Learning (RPL) process. Ensure RPL documentation and the RPL tracker is kept up to date and deal with all participant queries relating to RPL
  • Organise all IMI Graduation ceremonies both on and off site
  • Assist with the updating, implementation and communication of function-related IMI policies and procedures
  • Liaise with stakeholders including the NUI, QQI and the Office of the Vice President and Registrar, UCC as required
  • Support the work of the Office through minute taking, general record keeping and meeting management activities
  • Contribute to the quality assurance ecosystem of the IMI
  • Support and oversee the work of any junior administrative staff in the Department
  • Undertake any other tasks that may be required

 

Candidate Requirements

Specialisation and Qualifications

The post holder must have:

  • a capacity to think strategically and build cross organisational relationships combined with a superior level of analytical and planning skills
  • an ability to guide the work of colleagues and team members and support them in the implementation of work plans
  • excellent organisation skills and a capacity to work independently
  • an appreciation of academic governance and its implications
  • an understanding of policy, procedure and transparent process implementation bearing in mind amongst other things issues of fairness, consistency, efficacy, risk management
  • an ability to apply logic and follow processes in a systematic manner
  • an ability to manage and oversee the management of confidential information, particularly learner records having both a micro and macro understanding of learner data and the learner journey
  • a solid understanding of education quality and qualifications frameworks and quantitative analysis and data visualisation skills to support an understanding of both the optimum learner journey and an effective approach to programme design, provision and review
  • proficiency in Word, Excel, and PowerBI or its equivalent
  • ability to contribute to institutional research and to prepare quantitative and qualitative reports for internal and external audiences; an ability to write and present orally clearly and persuasively
  • a Level 8 degree

And ideally

  • 3-5 years minimum experience in registry functions in a regulated higher education institution would be a distinct advantage. Competence in the application of concepts arising from elements such as the NFQ, institutional Marks and Standards, requirements of regulators of higher education is highly desirable
  • experience in the administration and quality assurance of small learning programmes and non-credit bearing programmes would be an advantage

Personal qualities required:

  • a high level of personal integrity
  • strong interpersonal skills with the ability to build personal rapport with a wide range of stakeholders
  • high degree of flexibility and ability to work under time constraints
  • ability to build and maintain a personal ethos of high performance
  • results oriented, proven ability to reach and exceed goals / targets in a dynamic environment
  • ability to take initiative, with a hands-on execution style
  • professional and tactful approach

On limited occasions, there may be a requirement for travel in this role and working outside standard business hours.

How to apply:

All applications must be submitted through IMI’s applicant tracking system at:

https://imi.peoplehr.net/Pages/JobBoard/Opening.aspx?v=b15eb010-e0c8-42af-a021-be77f9d7c527

Applications should include: 

  1. A comprehensive CV giving details of relevant achievements and experience in previous positions as well as your education and professional qualifications.
  2. A covering letter that summarises your interest in this position, providing evidence of your ability to match the criteria outlined in the Candidate Requirements.
  3. Details of your current remuneration and benefits package.
  4. Details of your eligibility to work in the Republic of Ireland.

 

All communications regarding this role will be treated with complete confidence.

 IMI’s Values

IMI’s new Values and Behaviours Framework identifies 6 core Values that we fundamentally believe in as central to our culture, brand and organisational identity. 

 

 

To ensure IMI recruit the right people to join our team, people who actively reflect our values and culture, we take a competency- based approach to interviewing. Candidates called to interview will be asked a series of competency questions to allow them to demonstrate how their knowledge, skills and attitudes align with IMI’s values and culture.