Student Records Coordinator job at Durham Full Time NEW

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.

Find out more about the benefits of working at the University and what it is like to live and work in the Durham area on our Why Join Us? – Information Page.

The Role and the Department

The Student Records Coordinator is a member of the Student Records team in Student Registry. The role focuses on improving the quality and accuracy of student record data and related processes with the main duties being as follows:

• Assisting the Student Records Manager with the preparation and return of data to the Higher Education Statistics Agency (HESA) and other statutory bodies.
• Ensuring that data is in line with HESA’s requirements, analysing error reports and using problem solving skills to identify data errors and to suggest and action corrections to rectify the errors found.
• Using Microsoft Access and Excel to run data checks in the student records system (Banner) to identify errors and inconsistences.
• Liaising with staff and students, as appropriate, to correct data held.
• Identifying improvements to business processes to improve accuracy and consistency of data and working with colleagues to implement changes
• Provide advice and guidance to staff and students on student records related processes including enrolment and registration processes, ensuring alignment with statutory return and operational requirements
• Contribute skills and knowledge to institutional projects related to the student record and statutory returns.

The role holder will also contribute to the work of the wider Student Records team and work flexibly across the Student Registry office during periods of peak demand. This includes supporting the work of the Student Services reception desk which provides in-person advice and guidance to students.

The role holder requires excellent communication and problem-solving skills and be able to form confident professional relationships with colleagues at all levels. Attention to detail is essential, as is the ability to competently use, manipulate and maintain complex datasets to ensure student related data is of high quality and the University can meet statutory data return requirements.

Student Registry manage key student-focused services and business processes such as enrolment and registration, timetabling, examinations, progression and outcomes, statutory body data returns and provision of student management information. The team are also responsible for the production and despatch of degree certificates and academic transcripts, student letters and other documentation and degree verification.

Student Registry is part of the Student and Academic Services Directorate. The Directorate provides a professional administrative support service to staff, students and potential students of Durham University. The Academic Registrar is the head of the Directorate and is responsible to the Chief Operating Officer for its management. The following services fall under the remit of the Directorate:

• Academic Registrar’s Office
• Academic Quality Service
• Student Immigration and Funding
• Student Recruitment and Admissions
• The Doctoral School
• Student Registry

The Student and Academic Services Directorate operate a hybrid working model with the opportunity to split working at home and in the office. Student Registry is based at the Palatine Centre in Durham City.

Working at Durham

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

• You’ll receive 27 days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days. 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.
• You can access exclusive discounts via our benefits portal including money off at supermarkets, high street retailers, IT products such as Apple, eating out and days out at various attractions.
• Our on-site nursery is rated Outstanding by Ofsted, and you can access holiday camps for children aged 5-16.
• We provide wide-ranging health and wellbeing support including discounted membership for our state-of-the-art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
• We offer all staff the opportunity to take part in volunteering activities to make a difference to the local community.
• Our family friendly policies, including maternity and adoption leave, are among the most generous in the higher education sector (and likely above and beyond many employers).
• If you are keen on advancing in your role or career, we have a genuine passion for developing our colleagues from qualifications to IT skills, courses and apprenticeships.
• We offer generous pension schemes with varying contribution amounts to help you plan for your future.

Discover more about our total rewards and benefits package here.

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.

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. Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics or a Post-16 qualification or equivalent experience.

2. Experience of working in a busy office environment delivering front line administrative services to a high standard.

3. Experience of managing time to meet deadlines and working under pressure without compromising on quality.

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

Skills/Abilities/Knowledge

5. Excellent spoken and written communication skills including the ability to develop effective working relationships, both internally and externally.

6. Strong digital competence across a range of digital devices and apps including Microsoft 265 applications, electronic record systems and web based applications.

7. Ability to interrogate and manipulate datasets using Microsoft Excel, Microsoft Access or other database reporting tools.

8. Ability to solve problems yourself and as part of a team and resolve issues, plan solutions and make pragmatic decisions.

9. Well developed time management skills with the ability to work to and manage deadlines and deliver under pressure.

10. Committed to continuing professional development.

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

Desirable Criteria

12. Experience of working in Higher Education

13. Experience of working with a student records system such as Ellucian Banner

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

Contact details
If you would like to have a chat or ask any questions about the role, Rachael Graham ([email protected]) would be happy to speak to you.

Typical Role Requirements

Service Delivery

• Contribute to equality, diversity and inclusion, and the University’s values.
• Ensure that relevant regulatory and professional standards such as University regulations, and statutory requirements are being used within services being delivered by your team.
• Help to develop and implement policies and procedures relating to your service area.
• Respond to queries and provide information/advice, while raising more specialist or complex queries with more experienced team members.
• Use your experience and problem-solving skills to investigate and resolve issues relevant to your role such as student records data quality and make recommendations based on your findings.
• Continually review what is required from statutory bodies and internal department customers to make sure the best possible service is provided.
• Ensure that processes and business systems effectively support the services being delivered by the team.
• Ensure that data is accurate and provide reports and analysis of patterns and trends to senior colleagues and regularly check that processed data complies with statutory return requirements and University policies.
• Capture and share information and data that needs to be shared with relevant networks and committees.
• Use digital media including Microsoft Teams to update team members, department contacts and students.
• Prepare reports for senior managers.

Planning and Organising

• Plan and organise own workload to deliver the role.
• Organise and schedule assigned activities in accordance with internal and external deadlines.
• Monitor processes and activities to ensure team priorities are met.

Teamwork

• Provide specialist support and advice to team members on the correct use of the student records system and associated processes.
• Explain and provide instruction to other University colleagues on how to correctly record and manage data.
• Make changes to the services provided by your team in discussion with other team members.
• Identify opportunities and contribute to decisions on how to improve services being delivered by the team.
• Seek feedback from relevant staff within the directorate and wider university on their requirements from your service and recommend improvements to senior colleagues.

Communications/Liaison

• Use your knowledge and expertise to provide advice and guidance to resolve problems and respond to a wide range of queries.
• Provide instruction and demonstrations to others within the student records team and wider pool of student records system users across the university.
• Create good working relationships with other team members and anyone else that you come across as part of your role to work together on joint activities.
• Liaise with staff across the university to ensure that services are being delivered in an efficient and collaborative way.
• Create good working relationships with internal and external partners and suppliers to work together on joint activities.
• Build relationships with contacts and contribute to internal and external networks to share good practice and exchange information.
• 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