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Assistant Manager for Student Records

2 months ago

Durham, Durham, United Kingdom Durham University Full time
About Durham University

Durham University is renowned for its commitment to excellence in education.

As a distinguished institution, we foster a vibrant community of exceptional individuals within a historic environment, offering a wide range of career opportunities that contribute to our success both regionally and nationally.

We believe in the unique talents of every individual and encourage you to explore the possibilities of joining our dynamic university community. More information about our institution can be found on our website.

Position Overview


The Assistant Manager for Student Records plays a crucial role within the Student Records Team, overseeing essential business processes that pertain to student records throughout their academic journey, from enrollment and registration to graduation and certification.

This position collaborates with various central departments, academic faculties, and colleges to ensure the integrity and accuracy of all student-related information.

The role also guarantees that the utilization of student data complies with both university standards and external regulatory frameworks (e.g., HESA and Office for Students).


You will assist the Student Records Manager and coordinate closely with fellow assistant managers to provide this vital service area for the university.

The role holder will focus on one or more of the following specializations:

  • Undergraduate Programs
  • Postgraduate Programs
  • Flexible Learning Options
Department Overview

The Student Registry is part of the Student and Academic Services Directorate.

This directorate delivers professional administrative support to staff, students, and prospective students at Durham University.


The Academic Registrar leads the department and is accountable to the Pro-Vice Chancellor (Education) for its administration.

The services under the Student and Academic Services Directorate include:

  • Academic Registrar's Office
  • Curriculum, Learning, and Assessment
  • Student Immigration and Funding
  • Student Recruitment and Admissions
  • Student Registry
All services are centralized at the Mountjoy site in Durham City.


The Student Registry provides student-centric services and processes, including enrollment and registration, timetabling, examination management, statutory data returns, and the issuance of degree certificates and academic transcripts.


The Student and Academic Services Directorate employs a hybrid working model, allowing for a blend of remote and on-site work at the Palatine Centre, South Road, Durham.


Benefits of Working at Durham

In addition to a competitive salary, joining the university offers a variety of exceptional benefits, including:

  • 27 days of annual leave plus 8 public holidays and 4 customary days, totaling 39 days per year.
  • Comprehensive travel support, including campus parking, a cycle-to-work scheme, and discounts with local transportation providers.
  • Extensive health and wellness resources, including discounted access to state-of-the-art sports and gym facilities, as well as a 24/7 Employee Assistance Programme.
  • On-site nursery facilities and holiday camps for children aged 5-16 throughout the year.
  • Generous family-friendly policies, including maternity and adoption leave.
  • A strong commitment to professional and personal development, with a wide range of training courses and career advancement opportunities.
  • Opportunities for staff volunteering to positively impact the local community.
  • Access to discounts through our benefits portal for various retailers and attractions.
  • Generous pension schemes.
Commitment to Equality, Diversity, and Inclusion


Durham University is dedicated to fostering an inclusive environment where all individuals can thrive.

Our mission includes ensuring that our workforce reflects the diversity of the global community.

We actively promote equality, diversity, and inclusion (EDI) as integral components of our strategy and operations. We strive to create a supportive atmosphere for all staff and students, aligned with our values and commitment to EDI.


We encourage applications from individuals from underrepresented groups, including those with disabilities, women, and individuals from black, Asian, and minority ethnic communities.

If you have taken a career break, we invite you to share relevant experiences in your application.

We are committed to providing fair treatment throughout the recruitment process for candidates with disabilities, including reasonable adjustments during interviews and in the workplace.
Application Requirements

When applying, please detail your relevant skills and experiences that align with the requirements of this role.

Further information regarding the role and responsibilities can be found at the end of this job description.


Essential Qualifications and Experience

  • A degree or equivalent experience.
  • Proven experience in developing and managing student record processes.
  • Experience in providing guidance to diverse stakeholders.
  • Familiarity with policy implementation.
  • Demonstrated supervisory or management experience.
  • Ability to handle challenging interactions with customers.
Skills and Competencies

  • Strong verbal and written communication skills.
  • Ability to cultivate effective working relationships.
  • Proficient IT skills, particularly in data manipulation using Microsoft Excel and Access.
  • Commitment to ongoing professional development.
  • Strong organizational skills to manage the annual cycle of student record activities.
  • Ability to engage in professional networks to share best practices.
  • Excellent analytical and problem-solving abilities.
  • Effective time management skills, maintaining accuracy under pressure.
Desirable Qualifications

  • Experience in the higher education sector.
  • Familiarity with management information systems such as Banner.
Application Submission


To advance to the assessment stage, candidates must demonstrate how they meet the essential criteria outlined in the person specification.

Desirable criteria should also be addressed where applicable. Please review any weighted criteria that may be relevant.


While some criteria will be evaluated during shortlisting, others may be assessed later in the process, such as during interviews.

What to Include in Your Application

  • A CV
  • A cover letter or statement detailing how you meet the criteria in the Person Specification
Contact Information

If you have questions about the role, please reach out for further information.

Typical Role Responsibilities

Service Delivery

  • Demonstrate a commitment to equality, diversity, and inclusion in all service aspects.
  • Ensure adherence to university procedures and expectations in service delivery.
  • Provide expert advice and resolve issues related to student record data consistency.
  • Utilize problem-solving skills to identify and address student record data issues.
  • Manage and monitor student record data to ensure compliance with requirements.
  • Strive to enhance service quality for academic departments and students.
  • Accurately collect and report data to senior management.
  • Implement changes to maintain data integrity.
Planning and Organization

  • Organize operational activities carried out by the Student Records Administrators.
Team Development

  • Supervise team members and address HR-related issues.
  • Provide training and guidance to new team members.
  • Contribute to performance reviews and identify development needs.
Communication and Liaison

  • Participate in meetings and committees to enhance service delivery.
  • Build relationships with internal and external stakeholders to share knowledge.
  • Collaborate with administrative staff across departments to promote best practices.
  • Undertake any other reasonable duties as required.