Administrator – Student Records & Awards

Job title:

Administrator – Student Records & Awards

Company

Heriot-Watt University

Job description

Job Description:Role: Student Records & Awards AdministratorGrade and Salary: Grade 6, £30,505 – £35,880 per annumFTE and working pattern: 1 FTE, 35hrs per week, Monday – FridayHoliday Entitlement: 33 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)Purpose of RoleThe post of Student Records and Awards Administrator is a key role within the Student Records and Awards team.The role would provide a high quality, professional and co-ordinated approach in support of, and advice to, students, and academic and administrative staff across the University and at other campuses working as part of the Student Records and Awards (SRA) team and to assist, as directed, with all major Registry and Academic Support activities including Enrolment (on- and off-campus) and Graduations (at all campus locations), including the monthly conferment for in absentia awards, intermediate and exit awards.Key Duties & Responsibilities

• Work with the Student Records and Awards Manager and Graduation and Awards Officer, to ensure the effective and efficient provision of the University graduation and award processes for students at all campuses, approved learning partners and for those studying independently.
• Assist with managing the processes for checking the quality of the data on awards in the Student Records System (Banner).
• Co-ordinate the collection and maintenance of data to support the enhanced academic transcript and contribute to its future development.
• Co-ordinate the release of online results to graduating students and the notification of awards to postgraduate research students.
• Resolve standard and complex enquiries via the University’s enquiry management systems, including the SRA webmail, Student Helpline and AskMyHW (UniDesk) enquiries.
• Provide advice and guidance as required to academic and professional services staff on all student aspects of graduation and awards.
• To co-ordinate the processes for the award of Certificates and Diplomas of Higher Education, Intermediate awards and ‘in absentia’ conferment.
• To co-ordinate the processes for awarding Prizes and Medals to graduating students.
• To prepare scripts for the Chancellor, Vice-Chancellor, Executive Deans/Associate Heads of School and other platform party colleagues.
• Support the Student Records and Awards Manager and Student Records Officer with the development of the University enrolment process on-line and events for students at all campuses, approved learning partners and for those studying independently.
• Provide support for the data quality maintenance of student records held in the Student Administration System (SAS)/Banner and providing guidance and training to staff across the University on record updates and how to collect data.
• Supporting the Student Records Officer with the processing and audit of ‘User Access to SAS’ requests.
• Co-ordinate the Temporary Suspension of Studies (TSS) process, across all campus locations
• Support with the production of the management information reports for statutory returns including the Student Awards Agency for Scotland (SAAS), Student Finance England/Wales/NI, Edinburgh City Council, Scottish Borders council.
• Support the Student Records Office with Freedom of Information requests, and additionally internal requests for student data and statistics.
• Manage the Student Finance Course Management Service portal annual submission and change of circumstance submissions for RUK students.

Other duties as agreed by the Student Records and Awards Manager or the Head of Student Life/Deputy Registrar Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.Essential & Desirable CriteriaEssential * Educated to at least SCQF level 6-7, or similar or equivalent practical experience in the workplace

• Experience of working within a similar environment as outlined above
• Competent in the use of relevant IT packages
• Proven relevant experience of providing specialist customer service support, ideally to students, which will have been acquired over several years, with a basic understanding of the relevant theory
• Analytical problem-solving skills
• Well-developed interpersonal skills
• Demonstrable excellent customer service
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable professional and proactive approach

Desirable * Educated to degree level

• Experience of Higher Education
• Knowledge/experience of Student Admin Databases
• Experience of providing student/staff support in any of the key areas in the role will be an advantage.

How to ApplyApplications can be submitted up to midnight (UK time) on Sunday 16 February 2025.Please submit your CV and supporting covering letter via the Heriot-Watt online recruitment portal.Interviews for this role are anticipated to take place on Wednesday 26 February 2025.We welcome and will consider flexible working patterns e.g., part-time working and job share options.Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised, and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website and also our award-winning work in Disability Inclusive Science Careers .Use our total rewards calculator: to see the value of benefits provided by Heriot-Watt University.About the TeamThe Registry and Academic Support Directorate (RAS) supports our students and staff colleagues across the full student lifecycle, from enrolment to graduation. The Directorate has responsibility as the definitive record-keeper of all student information and programme and course details, and leading services that help students settle and stay at the University with professional help and advice, through a range of wellbeing services. It supports academic and professional services staff across the University in several areas, including academic, institutional and student related Regulations and Policies and global, national and institutional quality matters.It delivers these services through four Divisions, each managed by a Global Head: * Student Life

• Off Campus Students
• Academic Operations
• Academic Quality

There is also a link to the Policy and Governance Division within Government and Legal Services in relation to student misconduct, complaints and appeals. The Student Life Division consists of the following services: * Student Administration

• Wellbeing
• Careers and Graduate Futures
• Student Advisory Service

The Student Administration Service provides the management and delivery of key University services and processes across three teams * Student Records and Awards

• Student Service Centre
• Global Student Office

The Student Administration Service manages a single point of access for students on each campus, to deliver a consistent student experience including face-to-face and virtual services. It acts as the definitive record-keeper of the student record and manages and delivers standard/consistent processes and advice in relation to enrolment, maintenance of the student record, all student transactions (transfers, finance, scholarships, suspension of studies, etc.), student mobility, including international student visas, placement/exchange students and campus transfers, all student aspects of graduation and awards.About Heriot-Watt UniversityAt Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

Expected salary

£30505 – 35880 per year

Location

Edinburgh – Midlothian

Job date

Fri, 31 Jan 2025 03:58:43 GMT

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