Student Data Returns Coordinator

Job Title:         Student Data Returns Coordinator
Department:         Academic Office - Student Registry
Grade:     Grade 5 
Salary range:        £24,285-£27,131
Working arrangements: 35 Hours per week, Monday to Friday 9-5 Hybrid Working
Closing date:       30th October 2022 
  
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

The Role and the Department

Student Registry is part of the Academic Office. The Academic Office provides a professional administrative support service to staff, students and potential students of Durham University.

The Academic Registrar is the head of the department and is responsible to the Pro-Vice Chancellor (Education) for its management.  The following services fall under the remit of the Academic Office:

• Curriculum, Learning and Assessment
• Student Immigration and Funding
• Student Registry

All of the services are based at the Palatine Centre in Durham City.

Student Registry deliver student focused services and business processes, such as enrolment and registration, timetabling, examinations and assessment outcomes, statutory body data returns and provision of student management information, degree certificates and academic transcripts, student letters and other documentation and degree verification.

The Student Data Returns Coordinator is a member of the Student Records Team in Student Registry. The role will focus on improving the quality and accuracy of student record data with main duties as follows:

• Assisting the Student Records Manager with the 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, using problem solving skills to correct data.
•  Using Microsoft Access and Excel to run data checks on the University’s student records system (Banner) and identify any errors and inconsistencies.
• Liaising with staff and students as appropriate to correct data held.
• Identifying improvements to business processes to improve accuracy and consistency of data. 
• Provide advice and guidance to staff and students on student records related processes, including enrolment and registration].

The Academic Office operates a hybrid working model with the opportunity to split working at home and in the office, which is in the Palatine Centre, South Road, Durham.

Working at Durham  

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

•    27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year.  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.
•    Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
•    On site nursery is available and children’s clubs in the summer holidays.
•    Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
•    There is a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities. 
•    The opportunity to take part in staff volunteering activities to make a difference in the local community
•    Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions. 
•    We offer generous pension schemes. 

Durham University is committed to equality diversity, inclusion and values

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. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

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 asterix* next to it, it may be given additional weighting when your application is considered.  

Your application should cover the following criteria:

Essential Criteria   
 

Desirable Criteria

15. Working knowledge of a corporate IT system such as the Banner Student Records system.

16. Experience of working in Higher Education.

17. Evidence of personal development to maintain skills.   

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 

We prefer to receive applications online.  We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails 
 
What you are required to submit:
•    A CV 
•    Please complete the questionnaire section of this application and provide detailed examples of how you meet all of the criteria within the Person Specification
Contact details 
If you would like to have a chat or ask any questions about the role, Michele Archer  would be happy to speak to you [email protected]

Typical Role Requirements
Service Delivery

•    Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members. 
•    Respond to stakeholder needs to deliver and shape an excellent stakeholder experience. 
•    Deliver support services to ensure the effective and efficient running of Student Registry business processes and systems. 
•    Monitor and evaluate Student Records service delivery to ensure compliance with regulatory and professional procedures and standards. 
•    Design and run data accuracy checks to identify anomalies and ensure the integrity of data and information. 
•    Update student records data and information  on related business processes, communicating and informing team members and other service users across the University.
•    Analyse student data and statistics and provide reports for higher level decision makers. 
•    Accurately record student information and data and disseminate within internal networks including committees. 
•    Prepare written reports for consideration by management where required.
•    A commitment to equality, diversity and inclusion and the University’s values.

Planning and Organising

•    Plan and organise own workload with or without involvement with project work streams. 
•    Organise and schedule resources, activities and events. 
•    Identify priorities and monitor student records processes and activities to ensure HESA requirements are met. success . 
•    Analyse work activities to ensure the effective and efficient use of capital and consumable equipment and resources. 

Teamwork

•    Act as more knowledgeable team member.
•    Collaborate with team members to implement service alterations. 
•    Support the capture of business requirements from users and work with colleagues to translate these into recommendations for future service provision. 
•    Provide training to team members on student data handling and recording. 

Communication/Networking

•    Collaborate with colleagues across professional and administrative areas to ensure seamless service provision. 
•    Contribute to collaborative decision making within the student records team to deliver an excellent stakeholder experience in accordance with policy and procedures.  
•    Work collaboratively across the organisation and/or externally with colleagues and stakeholders to deliver a service. 
•    Provide guidance and advice to resolve problems and queries for staff and students.
•    Provide demonstrations and instruction to others outside the team.  
•    Liaise with contacts and participate in networks and communities internally and externally, contributing to effective collaborative working and sharing best practice with staff in other Universities. 
•    Advise others and make recommendations into Student Registry processes and procedures for consideration by senior management to improve services. 
•    Work with internal and external partners to deliver cross-functional administrative and business work streams. 
•    Work with internal and external partners to deliver cross-functional services and activities. 

Knowledge and Experience
 
•    Apply theory and practice, from professional development and previous knowledge within the Student Registry team. 
•    Provide more in-depth independent research and analysis activities within the role. 
•    Contribute to the development and implementation of policy and procedures within Student Records and Student Registry.

•    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 https://www.durham.ac.uk/about-us/governance/information-governance/privacy-notices/privacy-notices/job-applicants/  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