Student Registry Administrator
Position Purpose: To be part of a team responsible for providing excellent service by
assessing and responding to student/stakeholder-initiated workflows
To provide appropriate timely advice and communication to students
and various stakeholders (internal and external).
Student Registry administrators apply their knowledge of legislation and
regulations to the work they are responsible for, be that receiving
documentation for admission, identity document management and
reporting, conferment, records and awards, visa and sponsorship
support, dispatch and student ID documents, etc.
To meet the operational objectives of the Student Registry team as they
relate to the University's goals.
To support and contribute to the Student Registry team goals assisting
where necessary in team deliverables, projects, process
enhancement/development and research and analysis.
Department: Student Registry
Location: Palmerston North
Reports to: Student Registry Manager
Responsible for: Nil
Delegations: Nil
Job Title: Administrator – Student Administration
Key relationships: Internal External
Massey colleges and departments TEC
ITS (specifically Application NSI – Ministry of Education
Services) Immigration New Zealand
Student Registry colleagues Education agents – overseas and
Current and Prospective students New Zealand
Cohorts – partner organisations
New Zealand Secondary Schools


Massey University: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems
through fundamental, applied and interdisciplinary research, while
culturally and artistically enriching our world.


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We are deeply committed to being a Te Tiriti-led university,
demonstrating authentic leadership in contemporary Aotearoa New
Zealand as we uphold Te Tiriti o Waitangi, the founding document of our
nation, and its principles through our practice. We embrace this not just
as an obligation but as a real opportunity for the nation and its people.

Our educators are preparing a new generation of global leaders. Our
students are diverse and are attracted to Massey because they want to
achieve their personal goals or make their mark in the world. They
experience world-class learning that recognises their intellectual and
cultural strengths, expands their horizons and prepares them to
contribute to a rapidly transforming world with skills, critical and creative
thinking and leadership.
We will be renowned for our passion and caring attitude. All Massey
campuses will be innovation ecosystems, acting as magnets for smart
enterprises. Wherever we are, we will operate in partnerships founded
on respect, trust and mutual benefit. Massey is not only defined by what
we do, but by how we do it.
About this area Student Registry provides core administration support for students. This
includes admission, enrolment, conferment, student records international
compliance and student fee services, etc.
We are a group of professionals who have a positive attitude, work pro-
actively and take real pride in ensuring our practices and processes are
current, efficient and always consider our student’s needs. We are agile
and easily move and change direction where and when we need to. Our
teams culture, engagement and support are as important as our technical
ability.
Massey core capabilities
At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, we:

• Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society

• Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and

the people we serve.

• Embracing Te Reo in relevant and practical ways in our workplace interactions and engagement

with external stakeholders, giving expression to Tikanga Māori and protocols that
demonstrates that we respect and value Māori conventions in appropriate settings.At Massey we work together with mutual respect and caring. we:

• Act with integrity and trustworthiness and give credit to others for the work they do.
• Work cooperatively and inter-dependently to foster and promote the One University approach
• Share knowledge and communicate professionally with courtesy and mutual respect.
• Are ethical in all transactions, working within the parameters of our policies and procedures.

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• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences
• Keep ourselves and others safe; work together to embrace with the University's health, safety

and wellbeing policies, procedures and programmes; display commitment by actively
supporting all safety and wellbeing initiatives: and by actively engaging in health and safety
improvement opportunities.
At Massey we are future-focused, results- oriented and strive for excellence. we:

• Take ownership and responsibility for delivering results to support achievement of University

objectives.

• Provide the best quality services to our customers (internal and external) ensuring our

students/ stakeholders are at the heart of everything we do.

• Deliver or support world-class research, teaching and learning and citizenship.
• Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development

• Are motivated and create a positive working environment where our values are reinforced.
• Anticipate and respond with agility and resilience to the changing needs of the University and

the communities we serve.

• Seek ways to improve our services to deliver in an efficient and effective way.
• Embrace technology and apply this innovatively to better meet the needs of those we serve.
• Challenge ourselves to reach our potential and help bring out the best in others.
• Understand how what we do contributes to the objectives of the University.

Accountabilities
Team Goals and • With our team goals focussing on supporting our students your actions
Culture will reflect this by being pro-active, knowledgeable, agile and flexible.
Aiming to be an expert in your area whilst having an overarching
understanding across Student Registry and a willingness to assist in any,
and all areas, as required.

• You will play an integral part in upholding our team culture. Ensuring

your actions reflect the team values and taking pride and personal
ownership of these goals, values and behaviour.Ongoing Improvement • Contribute and support on-going reviews and implementation of
Student Registry processes, to maximise efficiency and effectiveness.

• Ensure you are proactive in building and remaining current in your

knowledge (regulations, policies, procedures, system opportunities etc)
and seek ways to improve our support of students.

• Keep informed of current developments in Education locally and

globally, including emerging trends and current issues affecting Massey
University.3

• Take personal pride in delivering timely, accurate and quality outcomes

while meeting workload requirements, sharing knowledge and
supporting others across the team where and when possible.

• It will be necessary for Student Registry Administrators to assist each

other where the work demands and look for end to end processes
wherever possible. Student Advice and Information
Student/Stakeholder
Initiated Workflows • Be part of a team responsible for giving appropriate generic Student
Registry advice to students, and internal and external clients of the
University.

• Manage Student Registry related enquiries. Liaise with College and

campus staff where and when appropriate.Compliance Management

• Manage student visas ensuring that all international student visas are

up to date and compliant with Immigration New Zealand regulations.
Ensure SMS is accurately updated.

• Manage alternative insurance queries and system maintenance to

ensure that only approved alternative insurances are entered into the
system. Ensure SMS is accurately updated.

• Ensure sponsored students receive the support necessary as outlined in

specific agreements such as but not limited to MFAT and US Federal
Aid.Administrative Processes

• Manage student identity records in the SMS system, and in line with

Ministry of Education requirements.

• Manage the receipt of payments to enable confirmation/enrolment to

occur same day as payment is confirmed.

• Manage the process for manual applications that are received.

• Monitor shared e-mail account daily, answering general e-mails, and

referring specialist e-mails to relevant colleagues.

• Match incoming documents with existing student files and upload/scan

to SMS system.

• Maintain and mange Agent Portal as per process documentation and

source resolution for any technical issues.

• Deliver enrolment material, publications, academic records, and

graduation scrolls to internal and external stakeholders in a timely
manner.

• Coordinate course textbook changes.

• Coordinate production and delivery of staff and student ID cards.

Records Management

• Manage request for records in accordance with processes and agreed

KPI’s.

• Support the manual production of Wellington Polytechnic and

Palmerston North Teachers college records as necessary.4

• Support the various cohort agreements providing batches of PDF

records on request – where appropriate.

• QA all transcripts before production.

• Support the hard copy transcript production when requested.

• Maintain the verification process for the University.

• Manage the request for Eligibility assessments in relation to transcripts.

• Liaise with Colleges to resolve NF grade issues.

• Produce transcripts and completion letters using the agreed processes.

• Stay informed of technologies such as My e Quals.

• Assist with conferment as necessary.

Qualifications and Experience
Qualifications: A relevant tertiary qualification at bachelor’s degree level or above is
preferred but not essential
Experience: • Previous experience in student administration desirable.

• A working understanding of adherence to compliance and

regulations.

• Previous experience in tertiary environment desirable.

• Maturity and flexibility to manage a variety of work pressures and

demands positively.

• Previous experience in working in high output/driven operational

teams is desirable.

• Sound, proactive and positive customer service delivery is

required along with proven administration experience.

• Proficiency in Microsoft Office Suite and ability to easily adapt to

other/internal IT systems. Capabilities - Behaviour
Understanding of the importance of being accountable and ability to focus
Accountability
on those activities that have the greatest impact on meeting work
keep projects on track.

• Adjusts work to accommodate the needs of group processes.

Understanding of the importance of insightful listening and Communication
communicating and ability to provide information and messages in a
communication for stakeholders.

• Analyses audiences to understand their composition and perspectives.

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• Recognises which communications need to be formalised to provide

clarity, including when escalation is required.

• Confirms understanding by restating others' positions.

• Adapts listening and facilitation styles to others' communication styles.

Knowledge of the techniques and the ability to work with a variety of
Interpersonal
individuals and groups in a constructive and collaborative manner.
Relationships
Essential • Explains the benefits of maintaining positive working relationships with
work colleagues.

• States the basic characteristics of good working relationships and applies

this to work.

• Identifies roles and responsibilities for self, including when escalation is

required.

• Provides examples of individuals with good interpersonal skills and their

specific skills. Knowledge of customer service concepts and techniques; ability to meet
Service Excellence
or exceed customer needs and expectations and provide excellent
Essential service in a direct or indirect manner.

• Provides direct service to internal or external stakeholders.

• Provides a quality of service that stakeholders describe as excellent.

• Able to respond to common stakeholder queries and problems or escalate

if required.

• Responds to unexpected stakeholder requests with a sense of urgency and

positive action.

• Provides a level of customer centric service excellence that contributes to

the department’s objectives. Knowledge of effective self-management practices and ability to manage
Priority Setting
multiple concurrent objectives, projects, groups, or activities, making
Essential effective judgments as to prioritizing and time allocation.

• Explains basic concepts of time and priority management.

• Understands own role priorities on a day to day basis.

• Describes team or unit priorities and how they relate to roles.

• Seeks guidance in detecting and addressing priority conflicts.

Knowledge of customer service priorities and ability to utilize tools and
Customer Service
techniques for maintaining an environment where all understand, and are
Management
committed to providing excellent service to internal and external
Essential customers.

• Demonstrates an understanding of the underlying concepts and values of a

service organization.

• Identifies key characteristics of effective customer service.

• Cites examples of keeping the customer as the focal point of all team

activity.

• Seeks help, as needed, in satisfying customers.

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Capabilities - Technical
Accuracy and • Identifies tasks or outputs that require accuracy and detail-level attention.
Attention to • Processes large amounts of detailed information with good accuracy.
Detail • Utilises specific approaches and tools for checking and cross-checking
free.

• Accurately gauges the impact and cost of errors, omissions, and oversights.

• Learns from mistakes and applies lessons learned.

Digital Skills • Ability to learn and use core Massey University systems
Desirable • Proficient in the use of Microsoft Word, Excel, Outlook and Power Point

• Developing proficiency in the use of Share Point (Create new, open, edit,

save)
Pre-employment checks
Pre-employment checks: • Requirement to pass a Criminal and Traffic Convictions (Security)
Essential Check performed by the Ministry of Justice.


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