Administrator (Student Records) Job Description

Transcription

1 Administrator (Student Records) Job Description

2 Responsible to: Accountable to: Team Leader (Student Records) Director (Student and Academic Services) Overall Purpose To ensure high quality, accurate and up to date data are provided within the student records system to support internal and external reporting and decision-making. To provide advice and guidance on the areas of responsibility covered by the Student Records team. To support the delivery of an excellent student experience through ensuring the work undertaken within the Student Records Team is of high quality, accurate and delivered effectively. Principal Duties and Responsibilities To contribute to the successful delivery of the work of the Student Records Team by ensuring tasks are completed to agreed standards and timescales To ensure that the individual input of data on the student records system is of high quality, accurate and up to date To provide advice and guidance on the processes of the Student Records team, ensuring services are delivered to the agreed quality standard or specification to maximise service quality and continuity see Appendix 1 for more information. Please note that staff may be expected to provide advice on a subset of the processes in the areas listed in Appendix 1, rather than across all areas. To ensure accuracy of information and display sound working knowledge of HSA requirements when inputting and interrogating data To run exception reports and take responsibility for checking accuracy of own work To work with academic staff, colleagues in LLS and colleagues in other parts of the records function to ensure NIL sites are set up correctly each year see Appendix 1 for more information. To take responsibility for the accuracy of own data inputted onto various systems To develop and demonstrate expertise in the relevant areas of responsibility of the Student Records Team and in identified programme portfolios see Appendix 1 for more information. Please note that staff might be expected to develop and demonstrate expertise in a subset of the areas listed in Appendix 1, rather than expertise across all areas. Page 1

3 To be a competent user in the relevant software and procedures of the Student Records team To take responsibility for the quality of own advice and support given to staff To complete effectively the tasks for which the Student Records Team is responsible, answering standard queries and issues without recourse to senior colleagues but knowing when to refer issues upwards see Appendix 1 for more information. Please note that staff might be expected to complete tasks in a subset of the areas listed in Appendix 1, rather than tasks in all areas. To provide minute taking support to committees/assessment boards as required To act as an effective team member and to manage own diary and workload To participate in enrolment events To support pre-enrolment activities To maintain 100% accurate data records in relevant areas of responsibility To develop good working relationships with colleagues in other sections of the University, particularly the Student Desk, BIMI, other areas of the Records Function and Admissions. Generic Duties and Responsibilities The post holder will be expected to undertake other responsibilities and tasks as reasonably requested by the Head of Student Administration The post holder will be responsible and accountable for ensuring all employment legislative requirements are adhered to including equality and diversity and health and safety issues The job description may be altered at any time in the future in line with the level of the post to meet changing institutional requirements but only in full consultation with the post holder. Page 2

4 Person Specification Please ensure that your application statement provides clear and specific examples to illustrate how you meet each essential criterion. Applicants that fail to do so will not be shortlisted. Criteria Please see Key below ssential / Desirable Assessment Methods Qualifications 1 GCS or equivalent vocational qualification (NVQ 3 or equivalent), or equivalent A Skills, Knowledge and xperience 2 Operational knowledge of systems associated with the capture and management of data, preferably as a competent user of a student records system A, I 3 Understanding of policies and procedures associated with areas of expertise (see Appendix 1) D A, I 4 Demonstrate the ability to follow and apply procedures A, I 6 Demonstrable experience of identifying errors in data and considering how those errors might be resolved A, I, T 7 Demonstrable experience of producing documentation to a high degree of accuracy according to agreed templates/specifications A 8 Customer service delivery A, I Personal Qualities 9 Ability to communicate clearly, explaining questions and responding to internal and external customers I 10 Ability to plan and schedule work A, I, T Page 3

5 11 Demonstrable commitment to data integrity A, I 12 Competent numeracy and IT skills A 13 Competent written and oral communication skills A, I 14 Ability to deal with challenging situations involving staff and/or students A, I 15 Ability to adapt to the changing environment and changing situations and to adjust workload accordingly I 16 Ability to deal with high workloads and pressure of deadlines I () ssential (D) Desirable (A) Application (I) Interview (T) Test (P) Presentation Page 4

6 Appendix 1: Tasks and Remit of the Records Function Student Records The tasks in the table below represent the range of tasks to be undertaken by the student records function. In a number of cases, not all staff employed to work in the student records team will be required to complete all the tasks listed below. Those managing the student records team, in liaison with the Head of Student Administration, will be responsible for determining how staff resource can be used most effectively and how responsibility for tasks will be divided between staff. Tasks will be pitched at the appropriate level(s) for each member of staff according to their job description. All staff in the student records team will be expected to demonstrate accountability, ownership and commitment to the tasks/areas to which they are allocated. # Task Further details Link to other teams 1 Management of student information on the student records system. This includes, for example: Managing student enrolments and reenrolments Managing module choice Monitoring, tracking and auditing students Following up students who fail to enrol Managing complex student issues referred by the Student Desk Tracking students with a nonstandard study path Inputting grades and monitoring adherence to the feedback turnaround times policy Determining joint honours degree designations Undertaking dissertation administration Managing initial timetabling queries/clashes Maintaining strong working relationships with tutors Staff will be allocated to subject/programme/ module portfolios, including the allocation of some staff to WO, DL and Joint Honours provision who will act as experts/champions for this type of provision Curriculum and AC Records Teams Student Desk as required ISSS Page 5

7 # Task Further details Link to other teams 2 Managing student issues including changes of circumstances, study breaks, Student Desk Specialist Student Services AC Records Team withdrawals, mitigating ISSS circumstances, repeat years, transfers, academic misconduct etc 3 Managing Tier 1 assessment board processes, including liaising with external examiners where required 4 Taking responsibility for and maintaining student recordsrelated HSA information. This includes, for example: nsuring accurate information is input and maintained Troubleshooting issues that arise Developing and maintaining an understanding of HSA requirements Taking ownership for exception reports and resolution of issues identified by those reports 5 Taking accountability for student records aspects of preenrolment, enrolment and reenrolment 6 Producing and managing statistical information and reports related to student records areas of activity for auditing purposes, to ensure data accuracy and for management information and business intelligence Staff will be allocated to subject/programme/ module portfolios It is likely that a subset of staff in the student records team will work with a subset of staff in other teams to form a core of expertise on HSA compliance and will be used in the first instance to manage this information and to troubleshoot any issues. Other staff will be involved to manage the data as required. AC Records Team Curriculum and AC Records Teams Admissions ISSS BIMI Student Desk Admissions ISSS BIMI AC and Curriculum Records Teams Student Centre Page 6

8 # Task Further details Link to other teams 7 nsuring correct student records data and interactions between NIL and QLS, including It is likely that a subset of staff in the student records team will work with a subset of staff in other teams to form a core of Learning Technology Curriculum and AC records team Migrating sites expertise on NIL/QLS Merging sites interactions and will be used in Liaising with Curriculum and AC records staff where there are changes to programme, module or assessment data or discrepancies between NIL and QL information the first instance to manage this information and to troubleshoot any issues 8 Managing completion-related AC Records team matters for standalone modules and for study that does not lead to an award, including Producing award letters and transcripts Completing the records on QLS 9 Undertaking student recordsrelated communications to students and staff Liaison with other teams is critical to ensuring communications are aligned where appropriate Student Centre AC and curriculum records team Page 7

9 Terms and Conditions of mployment Job Title: Duration: Hours: Salary: Work Base: Pension: Holidays: Substantive Full time 37 hours per week Grade 4: 19,202-21,414 per annum, pro rata. Avenue Campus or any of The University of Northampton premises as required ligible to join the Local Government Pension 21 days per annum plus 5 days after 5 years continuous service plus Bank Holidays and Closed days. Notice period: 1 month Probationary period: 6 months Additional Points to Note Applicants are required to provide two referees who can give an opinion on academic and/or professional work experience. Successful applicants are required to provide any stated/required qualifications and evidence of any memberships to professional bodies. Applicants must provide evidence of their right to work in the UK in accordance with the Asylum and Immigration Act 1996 and Immigration Asylum and Nationality Act The starting salary for all new appointments and internal promotions will normally be at the minimum point of the grade Should you be shortlisted to attend an interview the University will not reimburse you for any expenses incurred. Page 8