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Administrative Officer / Team Leader (maternity cover)

To provide administrative support within the Student Records Section of Registry Services with particular regard to a small team supporting a the Institute of Education.

To supervise the work of the team on a day-to-day basis and to ensure that tasks are carried out according to relevant procedures and guidelines. To ensure that data quality is of a high standard as required for internal and external users. To motivate and encourage staff and to ensure that the work environment is supportive of their professional development, health and safety and well-being.



Closing date: Thursday 12 Oct 2017

Reference number: REG1707a - 3428

Job details

Job details

Band 5, £21,585 - £24,983 pa
Full time, 37 hours a week
As soon as possible
Temporary for 12 months, until November 2018
Responsible to
Assistant Registrar
Responsible for
2 Student Records Staff
Interview date
To be confirmed

Registry Services

For more information about the department visit the Registry Services website.



Registry Services is the central academic and administrative support department of the University for staff and students.


Who are we?


Registry Services is composed of five distinct areas:
?Admissions - For new and incoming students
?Student Records - For current students
?Programme Advisers
?Data Management

Main duties

Main duties

1. To manage own workload and to co-ordinate and manage the workload of the section as a whole ensuring the successful achievement of relevant deadlines and targets.


2. To supervise the day-to-day activities of their team (2 Student Records staff) paying particular regard to:
• ensuring that the information held on both manual and computerised records relating to students’ personal and academic details is accurate, up-to-date and comprehensive.
• the procedures for the registration, withdrawal, transfer, intercalation, progression and completion of students on the system are successfully followed.
• the preparation for, and maintenance of module information and module selection procedures on the student records system, ensuring that rules of the course and pathways are accurately represented.
• ensuring that all reassessment correspondence following Exam Boards is sent out in accordance with deadlines.
• the recording of accurate module results on the system.
• the production of transcripts, both when requested and when issued as standard.
• ensuring that academic tutors are allocated or recorded in a timely manner.
• the provision of references in response to requests.
• handling all requests for leave, reporting absences within the team while ensuring that that the team’s workload is dealt with accordingly


3. To produce assessment information for presentation at Board of Examiners meetings.


4. To service Boards of Examiners meetings both within a specified area of the University, and at Scheme Level, and other meetings as required. This will include advising the Board on the relevant regulatory framework.


5. To calculate and record awards and classifications where appropriate


6. To finalise the records on completing students and manage archive material.


7. To be able to produce reports from the student records system using the appropriate reporting tool.


8. To advise students of procedures when withdrawing or intercalating from their course as appropriate.


9. To ensure that records of Tier 4 students are updated regularly in accordance with UKBA guidelines.


10. To advise and promote the use of the student and staff web portals (SOLE).


11. To appraise and review staff reporting to this position and to work with the Assistant Registrar to ensure adequate staff development and training.


12. To assist with staff selection and recruitment when necessary, and help with induction for new staff


13. To identify areas of the Service provided to staff and students where improvements could be made and propose ideas for implementing them.


14. To ensure that appropriate documentation for processes within Student Records is developed and maintained.


15. To attend to enquiries made in person, by phone, email and in writing as a first point of contact for the Registry Services.


16. To maintain and update relevant information on the Registry Services web site.


17. To deputise for the Assistant Registrar, Student Records, on occasion.


General Tasks
18. To assist with Registry Services events such as Registration, Clearing, Visit Days, examinations and Award Ceremonies.


19. To assist on the firstpoint desk when required.


20. To undertake administrative work such as the production of internal and external correspondence, memo’s, reports and other related work within the section as appropriate.


21. To liaise with other departments within the University such as the Finance office.


22. To carry out all duties having due regard for the health and safety of yourself and others in accordance with the University’s Health and Safety Policy.


23. To carry out the duties of this post in a manner which promotes equality of opportunity and shows due respect for all employees and users of the University’s Equal Opportunities Policy and Harassment Guidelines.


24. To undertake other such duties that may be required from time to time as commensurate with the grade of the post.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.


Essential criteria:


1. Education to A-Level or equivalent standard.


2.Ability to communicate confidently and clearly with a wide range of people, both orally and in writing


3. Effective interpersonal skills, including tact, diplomacy and sensitivity to facilitate working with a wide range of people both from within the Institution and externally.


4. Good I.T. skills such as a knowledge of SITS, word and excel


5. Ability to interpret and apply complex regulations


6. Excellent organisational skills and the ability to prioritise own workload & that of team, in order to work under pressure and to tight deadlines.


7. Ability to work proactively and to challenge existing practices in order to improve service provision


8. An understanding of the skills needed to be an effective team leader




Desirable criteria:


1 Experience of working within Higher Education


2 Degree-level qualification


3 Supervisory experience


Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.


Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at


Visit for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.


Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.


In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.


This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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