Senior Student Records Administrator

The Registry is an umbrella department which draws together a broad range of areas which are core to the student lifecycle. The Student Records Administration is responsible for all central administrative functions involved in the student lifecycle, including enrolment, student records processes. Senior Student Records Administrator is responsible for the management of the GBS student enrolment and records processes and a range of tasks associated with the setup, management and processing of students’ records.

**Main Responsibilities**:
Managing and providing leadership to the student enrolment and records team. This includes:

- Providing strategic direction to ensure that there is a culture of constant improvement within the Student Records team.
- Setting service standards and monitoring performance against these standards and identifying improvement and enhancement opportunities.
- Line managing individuals within the Student Records Team.
- Responsibility for the recruitment, selection, induction, and probationary review of the Student Records Team.
- To undertake administrative activities to support the delivery of robust and complete student records and high quality, accurate student data.
- To establish clear and unambiguous task objectives and to organise and delegate work as appropriate.
- Responsible for the effective management of the duties and responsibilities of one or more Student Records Administrators ensuring service provision is professional, timely and effective.
- To plan and prioritise the work of the Student Records Administrator (s), ensuring internal and external deadlines are met.
- To maintain and update information on the student record and related systems as required.
- To support the Assistant Registrar (Student Records) in implementing student record.
- To ensure effective quality control of the work of the section using appropriate review mechanisms, including exception reporting to ensure an accurate student record.
- To coordinate the production of official documentation, including certificates and transcripts for current and former students related projects..
- Responsibility for implementing changes to GBS’s Regulations and Policies relating to Enrolment and Student Records, ensuring that these are fully embedded efficiently and effectively into administrative processes, IT systems and governance procedures.
- Responsibility for ensuring that processes are in compliance with relevant Awarding Body regulations and legislation, including the Data Protection Act, the Equality Act, and Consumer Law as outlined by the Competition and Markets Authority Guidance, HESA and UK Visa & Immigration legislation.
- To generate statutory returns for HESA (and others, as may be required) ensuring returns are prepared, validated and submitted in line with external guidance and deadlines.
- Ensure processing and maintaining records accurately on UNIT4 system:

- Data feeds into the student record system (UNIT4) from internal and external systems.
- The configuration of UNIT4 processes / programs used to populate key fields and derived values.
- UNIT4 programs governing the extraction and transformation of curriculum and student data into regulatory data (HESA) or awarding body (if necessary).

**Requirements**:

- Oversee the delivery of information management and reporting including defining, preparing and delivering reports to support operational processes and strategic decision-making using internal and external data sources.
- Help manage the resolution of HESA rule errors and ensuring that the delivered data set accurately reflects student activity.
- Contribute to overall data quality of the student record, providing feedback and guidance as appropriate to key stakeholders on student data related issues.
- Understand the impact of student data and student processes for external agencies other than HESA for example, Student Loans Company, UK Visa & Immigration.
- Leading on special projects related to the development of Enrolment and Records Management processes at the GBS.
- All members of Student Records Administration are expected to assist with the key events run by Student Records Administration; Enrolment, Examinations and Graduation and are expected to work as a team and to assist with other duties which are commensurate with the grade and as required by their line manager.

**Essential Skills and Experience**
- Degree or equivalent.
- Substantial experience (3-5 years) of student administration.
- Experienced in the provision of information and guidance to managers, staff and students.
- Excellent communication skills (oral and written).
- Flexible and responsive to customer needs and able to provide information.
- Excellent organisational skills, able to prioritise a variety of work activities in a busy environment.
- A strongly developed sense of service delivery and customer/student focused approach.
- Demonstrates a high level of accuracy and attention to detail.
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