/ HeythropCollege
The Specialist Philosophy and TheologyCollege of the University of London

March 2015

Dear applicant

Student Records Officer (ref: SS78/SRO)

Thank you for requesting further information for the above mentioned post; I have attached the following:

information about the job

An application form (a separate document)

To apply, please read the advice notes on page 11 of the application form before filling it in. Please, also complete and return the equal opportunities monitoring form (on page 10). Sending a CV attached to an uncompleted application form is not an acceptable method of applying for the post. All applicants must fill in the application form.

Your application may be returned by email, post or delivered by hand to the College’s Reception; my details are below.

Closing date: Tuesday 14th April 2015, by 6.00 pm. Interviews will take place in the week commencing 20th April 2015.

Thank you very much for your interest in the post. We look forward to receiving your application.

Yours sincerely

Shadé Olutobi (Ms)

Human Resources Manager

Job Vacancy Team

Heythrop College

University of London

Kensington Square

London W8 5HN

Telephone: 020 7795 4205

Email:

Encs

JOB DESCRIPTION

Job Title:Student Records Officer

Grade:5

Responsible to:Head of Student Services

Place of work:All College sites, and external locations as required

Date:March 2015

JOB PURPOSE

A member of the Student Services team, the Student Records Officer maintains the College’s student database and supports the Student Records Administrator in ensuring that data is held in compliance with statutory requirements.

Student Services provides an administrative support service to students and to the teaching and supervision work of academic staff under the direction of the Head of Student Services.

MAIN DUTIES AND RESPONSIBILITIES

The following duties and responsibilities are intended to give a broad indication of the variety of tasks that the administrator may be asked to undertake, and are expressed in sufficient detail to distinguish the grade of the post.

1Manage the accuracy of applicant and student data, so as to be compliant with regulatory and statutory requirements and College policies.

2Analyse student data through the year to assist the Student Records Administrator with the statutory external returns (including HESA, HESES and KIS).

3Train and produce procedure notes for colleagues involved in data entry in SITS, and SITS training as appropriate.

4Keep abreast of changes in HESA/HEFCE policies and procedures, working with the Student Records Administrator to identify required changes to internal processes and systems to ensure that the returns may be made in the required format.

5Update applicant records, liaising with the colleagues responsible for undergraduate, postgraduate taught and postgraduate research admissions.

6Ensure that student records are updated as appropriate, including for example enrolment status, registration for core and optional modules, changes to mode of attendance, withdrawals and suspensions etc.

7Ensure that marks for student work are entered accurately and in a timely manner.

8Provide support for the Undergraduate and Postgraduate Exam Board processes, including preparing the exam board reports, working closely with the Student Records Administrator, the Undergraduate and Postgraduate Administrators and the Head of Student Services.

9Manipulate and interrogate data to provide reports or statistical analysis.

10Working with the UKVI Authorising Officer in dealing with the UKVI Sponsorship Management System including issuing CASs to appropriate applicants. Keeps records of data relating to visas, passports and other relevant documentation for overseas students.

11Provide administrative support to the annual induction and enrolment activities (for postgraduate as well as undergraduate students).

12Undertake other reasonable duties as may be required by the Head of Student Services which are commensurate with the grade for the post.

13Work in accordance with the College Equal Opportunities Policy.

PERSON SPECIFICATION

Essential

  1. Extensive experience of working with SITS within the Higher Education sector
  2. Experience of working with large volumes of data and of using databases to store and retrieve information
  3. Proven ability in the provision and analysis of statistical information
  4. Excellent organisational skills, including the ability to prioritise own workload and to work on own initiative, to work effectively under pressure and to (sometimes tight) deadlines.
  5. Excellent interpersonal skills, ability to work as part of a team and to liaise effectively with academic and administrative members of staff, students and external bodies
  6. A high level of accuracy and consistent attention to detail
  7. Excellent numeracy skills
  8. Excellent IT skills including proficiency in Outlook, MS Word and Excel and in using the internet

Desirable

  1. Abilities commensurate with a first degree or equivalent educational experience
  2. Experience of training staff on databases/systems
  3. Experience of working with student HESA / HESES returns
  4. Excellent MS Access skills
  5. HTML skills

Additional Conditions of Service

  • Immediate start
  • This is one-year fixed-term full-time appointment
  • Starting salary Starting salary: between £22,915 pa and £26,191 pa inclusive of London Weighting Allowance £2,134 pa (Heythrop Salary Scales Grade 5, depending experience)
  • Provision of an occupational pension scheme, USS (Universities Superannuation Scheme)
  • 28days of annual leave plus at least fiveadditional days of leave over the Christmas and Easter periods

About Heythrop College

Heythrop is a specialist college of the University of London, with around 800 students, offering undergraduate and postgraduate degrees in Philosophy and Theology. Heythrop was established in 1614 by the Society of Jesus, and, since 1970, has been part of the University of London, offering an educational experience that respects all faiths and perspectives.

The College is currently considering the possibility of a strategic partnership with St Mary’s University, Twickenham. Information on this can be found on the College’s News page, at the following link:

Equal Opportunities

Heythrop College is committed to the equality of opportunity for members of staff, students, job applicants and visitors, and believes that all individuals should be treated with dignity and respect. The College therefore aims to create an environment in which everyone is treated equitably regardless of race, ethnic origin, nationality, gender, disability, age, religion, sexual orientation, marital or parental status, political belief or social/economic group, or any other distinction.

Heythrop College has developed policies and procedures to ensure that job applicants are treated with fairness, and runs recruitment and selection campaigns which allow for the most suitable candidate to be selected for a position. During the recruitment and selection process, the College also takes account of legislation relating to equal opportunities to ensure that it selects candidates fairly.

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