Job Description
Department:Academic Services
Location:Moulsecoomb
Job title:Academic Services Officer (Systems and Data)
Post number:RE5091
Grade:5
Responsible to:Assistant Registrar (Systems and Data)
Role Outline:
Academic Services work cuts across all departments of the university and is the process owner of many of the business processes related to the student lifecycle which are undertaken within academic departments. The Systems and Data team is responsible for the development and implementation of integrated student records solutions, maintenance of the SITS student records system and the ESD enquiry management system, delivery of SITS and ESD training and support across the university and the provision of management information, reports and statutory data returns.
The role includes, preparation of statutory returns, delivery of a user support service, designing and delivering suitable training solutions, providing operational reports and system development project work.
The role holder will be able to demonstrate an understanding of the data requirements of external higher education agencies, appropriate technical knowledge and experience of training staff at all levels. The role holder will be an organised team player who is able to communicate often complex information in a clear and understandable way, exercising initiative and judgement to manage their workload and using expert technical knowledge to resolve problems related to the main areas of responsibility. The role holder will operate within the university’s regulatory framework with minimum supervision and guidance from more senior colleagues ensuring accuracy and attention to detail to deliver a high quality efficient service in line with statutory requirements and institutional objectives for the student experience.
Main Responsibilities:
- To support the Assistant Registrar (Systems and Data) in the preparation of statistical returns to external statutory bodies.
- To create, publish and analyse internal operational reports to ensure the data are of high quality.
- To be responsible as part of a team, for the central administration, set up and maintenance of the corporate student systems.
- To develop, maintain and deliver training programmes and associated technical training materials for functions, procedures and processes allied to the corporate student records and enquiry systems.
- To deliver a helpdesk service as part of a team to providing first-line support to all users of the corporate student records and enquiry systems.
- To actively contribute to projects related to the development of the corporate student systems, managing project areas where appropriate.
- To assist with other Academic Services projects, events and tasks as required.
Specific Duties:
1To support the Assistant Registrar (Systems and Data) in the preparation of statistical returns to external statutory bodies.
1.1Prepare statistical returns to the Higher Education Statistics Agency, the Higher Education Funding Council for England, the NCTL, NHS bodies and other professional agencies as required.
1.2To keep up to date with changes to the requirements of the external statutory bodies, attending external seminars and workshops as appropriate and briefing other team members on information obtained.
2To create, publish and analyse internal operational reports to ensure the data are of high quality.
2.1To create operational and exception reports using Business Objects or other reporting tools for use by system users to identify and resolve data quality issues.
2.2To analyse internal exception reports, and cleanse data as appropriate.
3.To be responsible as part of a team, for the development and maintenance of the corporate student systems.
3.1To keep up to date with changes to university regulations, policies and curriculum developments that impact on student and course records.
3.2Maintain data structures within the SITS student records system, ensuring that the system functionality remains appropriate to meet the needs of internal and external stakeholders, and continues to support the student lifecycle.
3.3Working closely with colleagues in the Systems and Data team and the Information Services Business Systems team, develop rigorous data validation checks and appropriate audit tracking.
3.4Maintain user records ensuring the appropriate level of access is provided.
4To develop, maintain and deliver training programmes and associated training materials for functions, procedures and processes allied to the corporate student records and enquiry systems.
4.1Develop system training programmes to support data integrity to meet the needs of the university and its statutory customers, reflecting sector good practice.
4.2Identify training needs, and define training solutions to meet the needs of system users, including face-to-face training seminars and workshops, user-friendly procedural manuals, training videos and process maps.
4.3Identify mechanisms to evaluate theeffectiveness of training solutions, working with the Assistant Registrar (Systems and Data) and other members of the team to review training provision in light of user feedback.
4.4Disseminate good practice between system users including staff in academic schools.
5To deliver a helpdesk service as part of a team to providing first-line support to all users of the corporate student records and enquiry systems.
5.1As an active member of the Academic Services Systems and Data helpdesk support team, provide advice, guidance and solutions to system users by telephone, email and face-to-face as appropriate.
5.2In liaison with colleagues in the Information Services Business Systems team where appropriate, document and test problems encountered by system users, and put in place solutions.
6To actively contribute to projects related to the development of the corporate student systems, managing project areas where appropriate.
6.1Prepare comprehensive specification documents to reflect exact user requirements, including meeting the growing and changing needs of the university and its stakeholders.
6.2Develop user acceptance testing frameworks for relevant projects, and coordinate user feedback to inform system developments.
6.3As a member of the Systems and Data team, implement new system developments and provide training for all users.
6.4Facilitate communication between project teams and service users as appropriate to ensure that system developments meet the needs of all stakeholders.
6.5Be responsible for producing project plans working closely with project managers to ensure key targets are delivered in accordance with the project specification.
6.6Produce project progress reports as required by project teams and other university groups.
- To assist with other Academic Services projects, events and tasks as required.
7.1.To assist with other areas of work undertaken by Academic Services such as award ceremonies, open days and clearing, as and when required.
Selection criteria:The criteria below indicate the qualities that are needed to do the job well. Most of the criteria must normally be met in order to qualify for selection.
Essential:
Knowledge, skills and qualifications:
- Degree or equivalent qualification or evidence of analytical and problem-solving ability.
- Demonstrable application of comprehensive knowledge, experience and competency of the following:
- Training system users, technical authoring, provision of expert advice and first line support to system users related to the main areas of responsibility.
- Computerised student records systems and the manner in which universities record and use data.
- Database enquiry applications to interrogate and produce reports.
- Computerised systems maintenance, development and support, to deliver service improvements.
- MS Office software packages.
- Awareness of project management techniques.
- Broad understanding and knowledge of policy relating to the wider higher education sector and university regulations.
- Service support and delivery
Able to independently resolve queries relating to the area of specialism, including appropriate systems and procedures, providing advice and guidance to all service users including senior managers. Able to demonstrate commitment to high standards of customer service and professionalism to create a positive image of the university and deliver a range of support service activities related to the area of specialism.
- Planning and organisation
Able to plan and prioritise own activities setting milestones on a short and medium-term basis to contribute to the achievement of departmental objectives. Able to work autonomously on own initiative and as part of a team; able to use time efficiently and adapt priorities to meet changing internal and external requirements.
- Resources
Able to deploy assigned resources to the specific area of work ensuring operational and cost efficiency; contribute to resource planning within the relevant section to achieve departmental objectives for good value service-delivery.
- Initiative, problem-solving and decision making
Able to use initiative to resolve complex problems and provide relevant expert advice and guidance, and make decisions based on detailed knowledge of the relevant specialist area. Working with relevant colleagues and service-users, able to develop systems and procedures to deliver service improvements. Able to undertake research, analysis, interpretation and evaluation of specialised information, drawing to the attention of senior colleagues any issues requiring further investigation or discussion at a senior level.
- Communication
Understands and is sensitive to the information needs of others, taking in to account the nature of what is to be communicated and the best way to convey the information; listens well, is diplomatic and committed to maintaining appropriate levels of confidentiality; able to communicate complex information including policy and procedures to internal and external service-users in a timely, effective and easy to understand way using the most appropriate method of communication; confident to deal with a range of complex and specialised queries from a broad range of service users; ability to coordinate a range of communications on behalf of the department; participates in relevant institutional groups and committees and appropriate external professional networks.
- Self-motivation
Meets objectives and standards on own initiative; is committed to continuous self-development, acquiring and refining skills and expertise through appropriate development activity and participation in appropriate professional groups; reliable, honest.
- Teamwork
Flexible, co-operative and helpful; works collaboratively and respects ideas and expertise of others; appreciates own strengths and weaknesses; able to support the induction of new staff and provide training for staff relating to specialist area of work.
- Response to change
Positive attitude towards change is required, to improve processes and procedures to fit with higher education and university policy; flexible and adaptable; interested in learning and developing to meet changing situations.
- Physical
Able to use display equipment extensively in accordance with health and safety guidelines.
Desirable:
- Experience of using and training and supporting users of the SITS:vision student records system.
- Experience of using and training and supporting users of the ESD enquiry management system.
JAC/AL11.12.14