Head of Academic Registry

Tavistock & Portman NHS Foundation Trust
£61,861 to £70,959 per annum inclusive of HCAS
Closing date
20 Dec 2023

View more

Other Health Profession
Band 8B
Contract Type
Full Time
We are seeking a new Head of Academic Registry at the Tavistock and Portman NHS Trust - accountable for the integration and harmonisation of all end-to-end administrative functions and processes (including, but not limited to admissions enrolment academic quality assessment and statutory returns). We are seeking someone who will ensure that the Trust has a sector-leading student administration and registry function, with particular expertise in SITS.

Main duties of the job

Reporting to the Director of Education (Operations), the post holder will provide leadership for the Academic Registry and associated systems that ensure the Trust's academic regulatory and learning and teaching processes are of the highest quality standard, compliant with the external regulatory context and reflect innovation within the Higher Education sector, including that the Trust meets expectations for the UK Quality Code for Higher Education and the Office for Students Conditions of Registration.

About us

The Trust has a national brief for training in the mental health professions, social care, education and forensic services across the age range. In 2020 the Trust was the first NHS body successful in obtaining registration with the Office for Students (OfS). Its academic awards are validated by university partners, mainly the University of Essex. The Trust develops and delivers training initiatives that meet the needs of a modern health and social care sector and is responsive to policy and initiatives from government and other relevant agencies.

The Tavistock and Portman is caring, compassionate and committed co-creating the care and training we offer. We are passionate about the quality of our work and committed to openness, the use of evidence and the application of improvement science. We value all our staff, are concerned for their wellbeing, and seek to foster leadership, innovation and excellence in our workforce. We embrace diversity in our workforce and work to make our services and training as accessible as possible. We have made a firm commitment to being and anti-racist, anti-homophobic and anti-transphobic organisation. We work with others, in the UK and internationally, who share our values and can enable us to achieve our mission.

Job description

Job responsibilities

Academic Governance and Quality Assurance To have strategic oversight of changes and developments in the national and university quality assurance frameworks and advise the Directorate of Education and Training and the Academic Governance and Quality Assurance Committee accordingly. To work collaboratively with staff from the Directorate of Education and to monitor compliance with national regulation. With the Director of Education and Training (Academic Governance), to oversee the Trusts quality assurance framework on university-validated and non-validated long courses. Take responsibility for the accuracy and integrity of academic standards including external examining, course validation, review panels, annual monitoring, awards and assessment at the Trust and external centres and to lead on Institutional Reviews from partners and the regulator. Contribute to the development and implementation of the Trusts Academic Quality Strategy and provide advice, expertise and support for strategic teaching and learning developments within the Trust Play an active role on sector organisations, monitoring policy and regulatory developments and advising colleagues within DET Provide authoritative advice on partner universities regulations, and with the partners, facilitate necessary changes to ensure the Trust can deliver its courses within the regulatory framework With colleagues on the Training Executive, raise the profile of the student voice within DET to contribute to maintaining standards and enhancing the Trusts academic offer. To supervise preparation of reports for the Academic Governance and Quality Assurance Committee as required and maintenance of the Academic Governance and Quality Assurance Committee records, and where necessary write reports and draft policies. To coordinate audit project groups and working groups as necessary. Lead on and contribute (as required) to Trust-wide operational and implementation projects, audit project groups and working groups working closely with clinical and DET staff and departments to develop, implement and promote new services or approaches Be an active member of the Directorate of Education and Training, proposing and supporting appropriate plans for the Trust in the areas of academic practice and educational development


Key member of the Student Recruitment Group With the Admissions team, proposing setting student number targets for long courses, gaining approval from the Training Executive. Ownership of key admissions-related policies and procedures. Oversight of key tasks during the student recruitment cycle, such as applicant interviews, student fees assessments and appeals, and core communications to applicants.

Student Records and Data

Operational business owner of the SITS student record system, and Chair of the SITS User Group With the Operations Director, Education and Training, and the Senior SITS Developer in Informatics, drive forward developments and enhancements to the SITS and web-based MyTAP system, to meet statutory needs and optimise student and staff experience Operational responsibility for the core student record, from application through to student completion, and course records and processes including for non-validated courses. Responsibility for ensuring the student experience is optimised across the student journey from enrolment to completion and information is shared with university partners in an accurate and timely manner Through management of the Student Data Officer, operational oversight of statutory student number returns, to university partners and to external agencies. Responsibility for the continued development of the Trusts student data portal, engaging with faculty and professional services staff to ensure the portal is meeting the reporting needs of the Directorate Ensure appropriate systems are in place to meet the requirements of UK Visas and Immigration (UKVI) for Highly Trusted Sponsor status. Where appropriate, ensure that all student information is recorded on SITS (the student records system) as the Division's primary source of student records.

Other Duties

Operational responsibility for the annual Graduation Ceremony, leading an operational Graduation group comprised of professional services staff from DET. To line manage staff in the Academic Registry. Provide effective leadership and management supporting and mentoring staff in effective professional performance, leading by example. Build and maintain effective and productive working relationships with colleagues, clients and third parties. Manage service budgets including managing income, pay and non-pay budgets. Responsibility for an effective budget for the annual graduation ceremony, ensuring that income covers costs. To work within the Trusts Standard Financial Instructions and liaise closely with HR and finance colleagues to follow business processes.

This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Team Manager / Service Manager.This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.

Person Specification



  • Educated to Masters level or previous proven experience to a similar level.
  • Evidence of further professional development, in an area relevant to the role.


  • Qualification relevant to working and leading in Higher Education.



  • Experience of leading a complex service, ideally in Higher Education.
  • Significant experience working with academic standards in Higher Education .
  • Project delivery and evidence of successful engagement with multiple stakeholders, experience of influencing other senior colleagues across an organisation.


  • Experience of student admissions services.



  • Excellent knowledge of Microsoft Office.
  • Advanced keyboard skills.



  • Knowledge of working with SITS experience of leading change in the use of SITS in an institution.
  • Knowledge of the regulatory environment in UK Higher Education,


  • Knowledge of and experience with project management techniques.

Employer details

Employer name

Tavistock and Portman NHS Foundation Trust


Tavistock Centre

120 Belsize Lane



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