Student Records Assistant Manager (

Job Number:

24001227)

Student and Academic Services Directorate

Grade 6: – £29,605 – £36,024 per annum

Open-Ended/Permanent – Full Time

Contracted Hours per Week: 35

Closing Date

: 08-Sep-2024, 10:59:00 PM

Disclosure and Barring Service Requirement: Not Applicable. 

The University

At Durham University we are proud of our people. A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally. Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer. We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here

The Role and the Department

The Assistant Student Records Manager is a member of the Student Records Team with day to day responsibility for key business processes relating to the student record throughout the student lifecycle from enrolment and registration to completion and award. The role liaises with a variety of central teams, academic departments and colleges to ensure all student related data is complete and accurate. They also ensure that the onward use of student data meets the university and external regulatory requirements (e.g. HESA and Office for Students).

You will support the Student Records Manager and work closely with the other assistant managers in the team to deliver this key service area for the University.

The role holder will specialise in one or more of the following areas:

• Undergraduate
• Postgraduate
• Flexible learning.

Student and Academic Services Directorate

Student Registry is part of the Student and Academic Services Directorate. The Student and Academic Services Directorate provides a professional administrative support service to staff, students and potential students of Durham University.

The Academic Registrar is the head of the department and is responsible to the Pro-Vice Chancellor (Education) for its management. The following services fall under the remit of the Student and Academic Services Directorate:

• Academic Registrar’s Office
• Curriculum, Learning and Assessment
• Student Immigration and Funding
• Student Recruitment and Admissions
• Student Registry

All of the services are based on the Mountjoy site in Durham City.

Student Registry deliver student focused services and business processes, such as enrolment and registration, timetabling, examinations and assessment outcomes, statutory body data returns and provision of student management information, degree certificates and academic transcripts, student letters and other documentation and degree verification.

The Student and Academic Services Directorate operate a hybrid working model with the opportunity to split working at home and in the office, which is in the Palatine Centre, South Road, Durham.

Working at Durham 

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits: 

• 27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year. The University closes between Christmas and New Year.
• No matter how you travel to work, we have you covered. We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
• Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
• On site nursery is available and access to holiday camps for children aged 5-16 throughout the year.
• Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
• There is a genuine commitment to developing our colleagues professionally and personally. There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University. All staff have dedicated annual time to concentrate on their personal development opportunities.
• The opportunity to take part in staff volunteering activities to make a difference in the local community
• Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions.
• We offer generous pension schemes.

Durham University is committed to equality, diversity and inclusion 

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work. As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do. We also live by our values and our Staff Code of Conduct. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities. If you have taken time out of your career, and you feel it relevant, let us know about it in your application. If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role 

What you need to demonstrate when you apply/Person Specification 

When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role. Further information about the role and responsibilities is at the end of this job description. Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered. 

Your application should cover the following criteria: 

Essential Criteria

Qualifications/Experience

1. Educated to degree level (or equivalent experience).

2. Experience and expertise in the development and delivery of student record and related business processes.

3. Experience of providing advice and guidance to a range of customers and colleagues. 

4. Experience of implementing policies and procedures. 

5. Experience of successfully supervising/managing a team.

6. Experience of dealing with difficult people/customers

Skills/Abilities/Knowledge

7. Excellent spoken and written communication skills

8. The ability to develop effective working relationships, both internally and externally.

9. Advanced IT skills, including the ability to manipulate datasets using Microsoft Excel and Access.

10. Committed to continuing professional development.

11. Ability to plan and organise [the annual cycle of activity to manage all student record data and processes.

12. Ability to participate in networks to share and discuss good practice and exchange information.

13. Good analytical and problem-solving skills

14. Time management skills with the ability to maintain accuracy whilst working under pressure

Desirable criteria

15. Experience of working in Higher Education

16. Experience of working with management information systems such as Banner student records system

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. Where there are desirable criteria we would also urge you to provide any relevant evidence. Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview. 

Submitting your application 

We prefer to receive applications online. We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails 

What you are required to submit:

• A CV
• A covering letter or statement which gives detailed examples of how you meet all of the criteria within the Person Specification

Contact details 

If you would like to have a chat or ask any questions about the role, Rachael Graham would be happy to speak to you. rachael.graham@durham.ac.uk

Typical Role Requirements 

Service Delivery

• Show a commitment to equality, diversity and inclusion and the University’s values.
• Ensure that any procedures and expectations that apply throughout the University are reflected in all aspects of the service provided by the team and adapt ways of working where this is not evident.
• Provide specialist advice and resolve problems relating to the consistency of student record data and business processes.
• Use your experience and problem-solving skills to investigate and resolve issues relevant to your role such as identifying student record data issues, and make recommendations based on your findings.
• Manage, maintain and monitor designated student record data and associated business processes to ensure compliance with internal and external requirements.
• Provide the best possible service to staff in academic departments and colleges, and students, by reviewing and making suggestions to improve the service.
• Collect and record data and information accurately and provide reports to senior colleagues.
• Implement any changes or processes to ensure the accuracy and integrity of data and information.

Planning and Organisation

• Plan and organise operational activities carried out by the Student Records Administrators which you are responsible for.

Team Development

• Supervise team members and any other people/resources that are assigned to you and provide an initial response to any related HR issues.
• Explain systems and procedures to induct new starters into the team and provide specialist advice and guidance including any training.
• Contribute to performance review processes by providing feedback on individual and team objectives and expectations and considering any development needs.

Communication/Liaison

• Develop and improve services by taking part in meetings, working groups and committees.
• Create good working relationships, including internal and external networks which allow you to increase your knowledge and skills, while swapping information with peers.
• Build relationships with administrative staff in academic departments, colleges and other central teams to share good practice, exchange information and work together on joint initiatives.
• Any other reasonable duties.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices – Durham University which provides information on the collation, storing and use of data. 

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.

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