<p> JOB DESCRIPTION HR191 For 2016</p><p>NOTES  Forms must be downloaded from the UCT website: http://www.uct.ac.za/depts/sapweb/forms/forms.htm  This form serves as a template for the writing of job descriptions.  A copy of this form is kept by the line manager and the job holder.</p><p>POSITION DETAILS Position title Registrar </p><p>Job title (HR Practitioner to provide) Registrar </p><p>Job grade (if known) PC13 PG3 PASS department Office of the Registrar PASS unit n/a Division / section n/a Date of compilation April 2014</p><p>ORGANOGRAM</p><p>Vice Chancellor</p><p>3 x Executive Directors 4 x Deputy Vice University Ombud Registrar Internal Auditor Chancellors Director: VC’s Office Senior PA</p><p>Deputy Registrar: Deputy Registrar: Governance & Director: Student Director: Legal Academic Secretariat Systems and Support Director: Admissions Services Administration</p><p>Manager: Student Admin Support Systems</p><p>Head: Secretariat</p><p>DDB Officer</p><p>Archivist Operations Manager /Examinations Officer</p><p>Faculty Managers & CHED Admin & GSB Academic Manager</p><p>PURPOSE</p><p>6 May 2014 Page 1 of 8 HR191 To be secretary to the Council, Senate and Convocation, providing the services to these bodies necessary for them to fulfill their policy- making and governance roles. The Registrar’s role as statutory secretary is to advise these governing structures. Inter alia this requires the Registrar to ensure that policy and decision making are principally the preserve of the faculty boards, the senate and the council, advised by committees, the executive officers and other members of management.</p><p>To be the head of the University's academic administration, and in this role to be accountable and have overall responsibility for the academic administration of the University, for the student record, for certification and for all systems supporting student recruitment, admission, registration and examination. </p><p>To ensure a service orientation throughout the Office of the Registrar.</p><p>To be accountable, and have overall responsibility for all legal matters across the university and in the name of the University for instituting and defending legal action, in order to ensure that the University’s interests are protected at all times. In this capacity the Registrar plans, organizes, directs, controls, reviews and oversees the interpretation and implementation of UCT policies and legislation.</p><p>To support the University’s executive officers (the Vice Chancellor and the Deputy Vice Chancellors), deans, executive directors, heads of departments and to give leadership in the academic administration of the University and to contribute advice across a wide range of internal structures.</p><p>6 May 2014 Page 2 of 8 HR191 JOB CONTENT % of Key performance areas (4 – 6) Activities / Objectives / Tasks Results / Outcomes time Competencies needed spent Academic administration 20%  Oversight of the work of the Deputy Registrar:  Efficient processes Analytical thinking / Academic Administration in the planning and  Good order, good governance and Problem solving management of all academic administration. an atmosphere conducive to Building interpersonal Particular attention must be paid to general and academic activity relationships Building partnerships faculty rules.  Accreditation with necessary quality Client/student service and  Accountability for the integrity of the academic bodies support record, and all forms of certification of academic  Proper interpretation and application achievement of past and present students. Communication of policy and academic rules Facilitating change  Active participation in the work of committees.  Integrity of all academic records; People management 1  Accurate and complete catalogue of (including performance courses & qualifications management and  Accurate and up-to-date university development) handbooks Planning and organizing / work management  Student disciplinary procedures run Resource management efficiently and fairly and seldom Strategic leadership overturn on appeal</p><p>Governing body and committee services 20%  Oversight of the work of the Deputy Registrar:  Council and Senate are effective and Leadership, authority and Governance & Secretariat. properly constituted. credibility.  Act as Statutory Secretary to Council, Senate  Meetings are convened Detailed knowledge and and Convocation.  Logistical arrangements done understanding of  Arrange appointments/elections and ensure that  Documentation timeously distributed applicable legislation and all bodes are correctly constituted.  Accurate records of meetings policies.  Ensure a coherent annual calendar of meeting  Decisions arrived at by committee(s) A sense of institutional dates. not in conflict with governance, memory, insight into statutory processes and 2  Ensure efficient and accurate administration management and administrative and servicing of Council, Senate (plenary and requirements knowledge and commitment to University via the Principal’s Circular) and Convocation.  Follow up action is completed  Support chairs of Council, Senate and rules and regulations in all Convocation. spheres of governance.  Provide input on relevant academic policy and procedures.</p><p>6 May 2014 Page 3 of 8 HR191 Monitoring, evaluation and reporting 10%  Compile and present reports related to  Accurate and up-to-date Detailed knowledge of the Registrar’s's functions /responsibilities. management information readily HEMIS reporting requirements  Provide data, analysis and information in support available to aid decision-making and of planning and decision-making at all levels planning. within the university.  HEMIS returns are on time accurate 3  Accountability for the Higher Education and audited. Management Information System (HEMIS) student and qualification returns.</p><p>10%  Ensure an effective archival service for  Operational aspects of the functions Planning and organizing / University records; are efficient, accurate and effective. work management Operations management and the control  Carry out Occupational Health & Safety (OHS)  UCT has an effective archival service environment Act S16 (2) functions for Bremner and for its records; surrounds.  Health & Safety is assured in the  Deal with (or nominate an alternate to deal with) defined areas 4 Stage IV grievances for Professional,  Grievances are dealt fairly and Administrative Support & Service (PASS) staff. constructively;  Deal with (or nominate an alternate to deal with)  Fairness in staff discipline. appeals by dismissed PASS staff against their dismissals.</p><p>10%  Provide leadership in and give advice to  University bodies, committees and Sound knowledge of how University governing bodies, committees and management groups are a University operates. Strategy development, policy and management groups (see detailed listing at appropriately and effectively led and execution appendix 1); advised.  Contribute to the development of the strategy.  Strategy is developed successfully  Exercise delegated authority ensuring the 5  Delegated authority is exercised protection of the University’s interests.</p><p>6 May 2014 Page 4 of 8 HR191 15%  Accountability for compliance with the Higher  UCT meets its obligations under the Knowledge of legal and Legal services Education (HE) Act and the UCT Institutional Act; administrative procedures Statute.  The Institutional Statute and  Oversight of the legal services provided by the Institutional Rules are up-to-date, A working understanding Deputy Registrar and his/her staff. consistent with the HE Act, and of the requirements of  Responsible, under Council’s delegated meet the University’s needs. administrative law and procedural fairness. authority for instituting legal action in the name  Decisions arrived at not in conflict of the University and defending action against with governance, management and the University in any court of competent administrative requirements jurisdiction.  Legal documents and rules easy to  Review and advise on contracts excluding access and easy to use research and UCT Foundation contracts.  Signatory, with the Executive Director Finance, on contracts in terms of the schedule of 6 delegated authority.  Plan, organize, direct, control, review and oversee the interpretation and implementation of UCT policies and legislation.</p><p>Resource management: Budget 5%  Prepare and monitor the annual budget of the  Relevant reports timeously and Financial management Registrar's Office accurately prepared, presented and skills  Plan, manage and report on the budget and made available to appropriate role- expenditure players  Manage procurement and payment within the  Budgets drafted in accordance with budget, ensuring compliance with spending UCT guidelines/ specifications 7 rules and reviewing and authorizing expenditure  Procurement and payment  Motivate for additional budget if the need arises processes are performed accurately and according to policy and procedure  Services are provided effectively within budget</p><p>6 May 2014 Page 5 of 8 HR191 Resource management: People  Design and plan staffing structure to Office of  All human resource functions relating People Management Skills 5% the Registrar to ensure appropriate services can to own staff are carried out timeously (including performance be delivered. and in accordance with UCT HR management and  Recruit, select and induct staff. policy, and relevant legislation development)  Manage performance.  Relevant documentation is correctly completed, signed off and processed  Delegate responsibility and allocate work.  Relevant reports timeously prepared,  Recommend remuneration. presented and made available to  Manage staff training, development, coaching appropriate role players and mentoring.  Updated job descriptions  Manage employment relations (grievance,  Staff are well trained and equipped 8. discipline and conflict resolution). to meet the performance standard  Manage leave. expected  Ensure a productive climate for staff, including  Performance Development Plans in nurturing of, and respect for, diversity. place for all staff and staff  Ensure compliance with HR procedures and performance is regularly reviewed guidelines.  Positive working relationships  Motivated staff  Employment Equity Targets are met</p><p>6 May 2014 Page 6 of 8 HR191 Stakeholder relations management and 5%  Establish a student-centered culture within the  Senior management team is Analytical thinking / partnerships Registrar's Office. adequately briefed in advance of Problem solving  Counsel and advise students, faculty, and staff meetings on specific issues. Building interpersonal on academic matters.  University is constantly informed of relationships Building partnerships  Interpret and enforce policies and regulations of strategic developments and trends in Conflict resolution the University. student and academic administrative-related matters, and  Liaise with Dean, Deputy Deans, Heads of general issues related to Departments, committee chairs, Finance governance. Manager and central Admin on academic policy  The University is kept informed of decisions. relevant national developments.  Ensure senior management team constantly informed of strategic developments and trends in student and academic administrative-related matters, and general issues related to governance. 9.  Liaise with professional organizations and bodies including Higher Education Quality Committee, and Matriculation board.  Actively participate in the Higher Education South Africa Registrars’ Forum.  Establish and maintain open communication channels with the Department of Higher Education & Training and the Council on Higher Education.</p><p>6 May 2014 Page 7 of 8 HR191 MINIMUM REQUIREMENTS</p><p>Minimum qualifications Master’s degree and/or professional equivalent</p><p>Minimum experience 10 years of relevant experience at a tertiary institution, of which 5 years should have been in a senior (type and years) management role. </p><p>AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE</p><p>Job Holder</p><p>Vice-Chancellor</p><p>6 May 2014 Page 8 of 8 HR191</p>