Job Title:Student Administration Assistant (Records & Fees)

Job title:Student Administration Assistant (Records & Fees)

Post number:AS5217

Reports to:Assistant Registrar (Records & Fees)

Day to day organisation of work is coordinated by the Administration Officer (Records Management)

Department:Academic Services

Location:Falmer

Grade:4

Purpose of the role

To carry out a range of administrative activities and processes required to ensure the delivery of high quality academic services to support the student lifecycle, handling enquiries including directing enquirers to relevant support services, and advising on relevant university policy, process and procedures. The role involves record management including handling of sensitive data, and liaison internal departments and relevant external agencies.

The role holder will use initiative and judgement to resolve enquiries and issues effectively.

Line management responsibility for:

Main areas of responsibility:

• To provide a comprehensive range of administrative support services, including processing and maintaining data, producing letters,supporting the formal enrolment of students, verifying passports and visas of international students and liaising with external agencies such as the Student Loans Company;
• To effectively manage enquiries from students, staff and visitors(which may be presented online, in-person or by telephone), providing information and advice,directing enquirers to appropriate and ensuring a high level of customer service at all times;
• To work cohesively with colleagues contributing to the development and ongoing improvement of administrative services including policies, processes and information, and proactively identify opportunities for service improvements;
• To assist with departmental special projects, events or initiatives appropriate to the grade of this post including but not limited to enrolment, award ceremonies, open days and clearing activity.

General responsibilities

These are standard to all University of Brighton job descriptions.

• To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade.
• To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible.
• To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.
• To work in accordance with the Data Protection Act.

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

• Ability to plan, prioritise and manage a range of work activities, including enquiries received through different routes, within service level agreements;
• Able to interpret, apply and communicate regulations and procedures, demonstrating sensitivity and diplomacy when communicating complex or difficult information;
• Able to exercise judgement as to when to involve others or pass on more complex enquiries to ensure an effective service.

• Good standard of secondary education or equivalent experience.

• Experience of a broad range of administrative processes and customer-focussed services.

• Ability to use standard computer programs (Outlook, Word, Excel) and have experience of using complex databases.

• Works independently with a minimum of supervision and shows willingness and initiative to resolve situations;
• Promotes team-working and the sharing of good practice, developing effective professional relationships with staff;
• Works proactively, collaboratively and flexibly with others to ensure effective service delivery.

• Experience of working within an HE institution or within a service industry environment.

• Any appointment is generally made at the bottom of the salary range for the grade dependent upon experience and previous salary.
• This is a part-time post of 18.5 hours per week and is permanent.
• Annual leave entitlements are shown in the table below and increase after 5 years’ service. In addition, to the eight Bank Holidays, there are university discretionary days between Christmas and New Year. All leave, including bank holidays and discretionary days, is pro-rated for part time employees.

• More information about the department/school can be found hereProfessional Services Departmentsor hereAcademic departments (schools and colleges)
• Read the University’s 2016 - 2021 Strategy
• The University has an attractive range of benefits and you can find more information about them on our website

Date: June 2017