Exam and Graduation Officer

3 weeks ago

Liverpool, Liverpool, United Kingdom Liverpool Hope University Full time

To support the Head and Director of Student Enrolment and Administration and be responsible for the maintenance of accurate student records in SITS, including line management responsibility for administrative colleagues in this area.

This includes the continual monitoring of changes to statutory returns, the complex testing of functionality within SITS at appropriate times (in relation to software updates/upgrades) ensuring that background tables are fit for purpose and that integrated SITS Tasks function as expected.

The training and development of administrative colleagues in routine tasks, allocating duties where necessary across the academic year. Responsible for more complex processes including, but not limited to processes relating to assessment boards, progression and enrolment status.


To contribute to the integrated operation of the Student Enrolment and Administration Unit and to undertake more complex and technical aspects of duties relating to student records throughout the academic lifecycle.


To contribute to the provision of a professional, efficient, timely and customer focused service and where necessary make changes to established administrative processes and ensure colleagues are fully aware and trained to undertake tasks.


Key Tasks / Responsibilities

  • To line manage and co-ordinate the work of administrative colleagues in the Student Administration team to ensure accurate records are held within SITS relating to students' registration and course/option enrolment. To liaise with Schools/Departments to ensure accurate option choices are attached to the student record at appropriate times and to undertake thorough testing of related SITS Tasks before release.
  • Responsible for the maintenance of the SITS background tables relevant to the student record, this is to enable administrative colleagues to undertake routine tasks during the academic year. This requires thorough testing in line with changes to SITS via software updates and mandatory changes linked to SLC and Data Futures processes.
  • To ensure the timely and accurate processing of outcomes in relation to Assessment Boards, assigning routine tasks to relevant colleagues and taking ownership of non-standard and complex outcomes. Work in conjunction with the Deputy-Registrar to ensure full validation of awards and progression data and the validation of the student record to quality assure the data prior to the release of information to students.
  • To manage the Student Records element of the Student Enrolment and Administration function and ensure that processes are in place to effectively and efficiently amend and monitor changes to the student record, for example programmes of study, intended awards and amendments to student end dates. Responsible for the regular validation of such records and highlighting areas of improvement or concern to senior colleagues.
  • To work with School colleagues to ensure that all withdrawals and interruptions and other status changes are processed accurately. This includes processing outcomes following interventions by senior University colleagues, delegating responsibility to colleagues where appropriate.
  • To provide training to members of staff in relation to the student record, to ensure accurate student record maintenance processes are followed across the unit. This is underpinned by additional complex data validation on a weekly basis.
  • To lead on and co-ordinate a timeline of activities in relation to the student record, including validations, data returns, pre-enrolment activities, assessment board preparation and follow on.
  • To service the Board of Examiners and ensure matters arising for individual student records are maintained according to outcomes.
  • To lead on and co-ordinate student records activities for a range of processes including course changes, withdrawals, option choice for continuing students, student monitoring system, appeals outcomes.
  • To maintain working relationships with key professional services colleagues such as the Finance Team, Appeals Team, and other key teams relating to student records.
  • To support the Head of Student Enrolment and Administration in working with colleagues across the University to ensure the effective operation of on-line procedures [and any supplementary procedures] for programme registration and selection of options.
  • To support Head of Student Enrolment and Administration in the work of the Student Enrolment and Administration unit.
  • To liaise on a regular basis with School based staff to ensure a common understanding and operation of administrative processes, especially those relating to registration status and option selection.
  • To provide the crucial data returns to the Student Loan Company, assigning routine work to colleagues as appropriate.
  • Attend relevant courses and conferences relating to Student Records as requested by the Head or Director of Student Enrolment and Administration.
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