Student Data Returns Coordinator

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.

The Department and role purpose:

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 records, liaising with staff and students as appropriate and assisting the Student Records Manager with the return of data to the Higher Education Statistics Agency (HESA) and other statutory bodies. This involves ensuring that data is in line with HESA’s requirements, analysing error reports, using problem solving skills to correct data and identifying improvements to business processes to improve accuracy and consistency of data.  The role also provides advice and guidance to staff and students on student records related processes, including enrolment and registration.

Core responsibilities:

• Act as more knowledgeable Student Records team member without responsibility for team members.
• Plan and organise own workload.
• Resolve queries and requests for information and advice relating to student records and related processes 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.
• Apply theory and practice, from professional development and previous knowledge within the Student Records team.
• Contribute to collaborative decision making within the Student Records team to deliver an excellent staff and student experience in accordance with policy and procedures. 
• Work collaboratively with staff in departments and colleges and other professional service departments to collect and maintain accurate and consistent student data. 
• Provide guidance and advice to resolve problems and queries for for staff, students and external stakeholders, such as HESA.
• Collaborate with team members to implement student record business process change in line with internal and external requirements. 
• Organise and schedule student records resources and  activities.
• Identify priorities and monitor processes and activities to ensure success, particularly relating to enrolment and registration and statutory body returns.
• Provide more in-depth independent research and analysis activities, particularly relating to HESA and other statutory body requirementsAnalyse work activities to ensure the effective and efficient use of resources.
• Provide demonstrations and instruction to others outside the team.
• Support the capture of business requirements from users and work with colleagues to translate these into recommendations for future student records provision.
• Liaise with contacts and participate in networks and communities internally and possibly externally, contributing to effective collaborative working;  this will include both internal networks involving departments and colleges, and external networks related to the Banner student system and HESA.
• Advise others and make recommendations into work processes and procedures for consideration by senior management to improve services.

Role responsibilities:

• Deliver support services to ensure the effective and efficient running of student records processes and systems.
• Monitor and evaluate student record service delivery to ensure compliance with HESA and Office for Students procedures and standards.
• Collaborate with colleagues across professional and administrative areas to ensure seamless student records provision.
• Provide training to team members on student  data handling and recording.
• Devise and run data accuracy checks to identify anomalies and ensure the integrity and consistency of data and information.
• Update data and information on the student records system (Banner), ensuring that data is accurate and consistent.
• Work with internal and external partners to deliver cross-functional services and activities, such as the HESA student return.
• Analyse data and statistics and provide reports for higher level decision makers.
• Accurately record information and data and disseminate within internal networks including committees.
• Contribute to the development and implementation of policy and procedures within Student Registry.
• Prepare written reports for consideration by management where required.
• Any other reasonable duties.

Working Arrangements

At Durham we recognise that our staff and students are our greatest asset and we want to support the health and wellbeing of all.  Hybrid working supports this ethos and provides many benefits to our colleagues, including empowering people, where their role allows, to work in a manner which is more suitable for them, whilst encouraging our commitment to environmental sustainability.

Depending on the needs of the business and the job role, Durham University is piloting hybrid working for all Professional Services colleagues in the academic year 2021/2022, which may include the opportunity to work both on and off campus and to flex working hours.  If appointed to the post, your line-manager will discuss the specific arrangements with you.  Any hybrid arrangements are non-contractual and may change within the pilot and when the pilot ends.

SECONDMENT

The post is full time fixed term until March 2023 and may be offered on an internal secondment basis subject to the agreement of the current line manager.

Reward and Benefits

To support the delivery of the University's People Strategy to attract, retain and reward the very best, we offer a fantastic range of rewards and benefits to our staff, including:

• 27 days annual leave, plus 4 customary days and 8 bank holidays (pro-rata for part time) and the option to purchase additional leave;
• Automatic enrolment into a pension scheme;
• Corporate and local discounts;
• Wellbeing resources and discounted health benefits;
• Health discounts on sports and activities at Maiden Castle Health and Activity Centre;
• Reward and Recognition Schemes;
• Personal and career development;
• And SO much more, with further information available here

Recruiting to this post

In order to be considered for interview, candidates must evidence each of the essential criteria required for the role in the person specification.  In some cases, the recruiting panel may also consider the desirable criteria, so we recommend you evidence all criteria in your application.  

Please note that some criteria will only be considered at interview stage.

How to apply 

We prefer to receive applications online.

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.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.

Information if you have a disability

The University welcomes applications from disabled people. 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, adjustments will be made to support people within their role.

If you are unable to complete your application via our recruitment system, please get in touch with us on [email protected] .

What you are required to submit 

1. A CV; 

2. Please complete the questionnaire section of this application and provide detailed examples of how you meet these critieria.   

Please ensure that you submit all documentation listed above or your application cannot proceed to the next stage.

Contact details

For further information regarding this post, please contact; Michele Archer [email protected] 

Contact information for technical difficulties when submitting your application

If you encounter technical difficulties when using the online application form, we prefer you send enquiries by email.  Please send your name along with a brief description of the problem you’re experiencing to [email protected]

We will notify you on the status of your application at various points throughout the selection process, via automated emails from our e-recruitment system.  Please check your spam/junk folder periodically to ensure you receive all emails.

At Durham University, our aim is to create an open and inclusive environment where everyone can reach their full potential and believe our staff should reflect the diversity of the global community in which we work.  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.

As a University we foster a collegiate community of extraordinary people aligned to the University’s values .  Equality, Diversity, and Inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  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, and in doing so, recruit the world’s best candidates from all backgrounds and identities. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

Person specification - skills, knowledge, qualifications and experience required

Essential Criteria

Desirable Criteria

• Working knowledge of a corporate IT system such as the Banner student records system.
• Experience of working in Higher Education.

Realising Your Potential Approach The Realising Your Potential Approach clarifies the behaviours expected to be demonstrated by all staff across Professional Services in the University regardless of their role. Along with the core responsibilities, role responsibilities and the person specification, the Realising Your Potential Approach behavioural indicators are used to inform the recruitment and selection process. Further information on the Realising Your Potential Approach is available here .

Durham University

OUR CHARACTERISTICS: We are a globally outstanding centre of teaching and research excellence, a collegiate community of extraordinary people, in a unique and historic setting.    

OUR VALUES: We are inspiring, challenging, innovative, responsible and enabling.

Durham University is one of the world's top universities with strengths across the Arts and Humanities, Business, Sciences and Social Sciences. We are home to some of the most talented scholars and researchers from around the world who are tackling global issues and making a difference to people's lives. 

The University sits in a beautiful historic city where it shares ownership of a UNESCO World Heritage Site with Durham Cathedral, the greatest Romanesque building in Western Europe. A collegiate University, Durham recruits outstanding students from across the world and offers an unmatched wider student experience.

Durham University seeks to promote and maintain an inclusive and supportive environment for work and study that assists all members of our University community to reach their full potential. Diversity brings strength and we welcome applications from across the international, national and regional communities that we work with and serve.

It is expected that all staff within the University:

• Contribute to our learning culture by engaging in mentoring, training and coaching.
• Positively contribute to fostering a collegial environment; as well as demonstrating commitment to equality, diversity and inclusion.
• Have due regard to Health and Safety requirements appropriate to grade and role.

Family key attributes

Roles in this family provide a comprehensive service and deliver the efficient administration and governance of the University.

Overall family purpose

• Deliver direct and indirect services to stakeholders.
• Provide advice and answer queries as part of an enquiry-desk/help-desk function.
• Respond to and manage requests for information and resources.
• Deliver services to meet regulatory requirements and procedures. 
• Plan and deliver a joined-up approach to University business and people services.
• Align business processes and services to meet operational and strategic policy objectives.  
• Deliver business processes to ensure effective management, governance and the economic viability of the University. 
• Encourage, collaborate and participate in the development of productive cross-institution relationships and working.
• Provide excellent professional services that meet strategic and operational goals and business needs.
• Carry out monitoring, analysis, development and planning to design new services and service updates for continuous improvement whilst meeting changes in regulations.
• Engage with specialist professionals, consultants, and suppliers to exchange knowledge and facilitate partnership working.
• Work collaboratively and network across the University with staff in other families to ensure a smooth, timely and high-quality delivery of service.
• Align and deliver programmes and activities to meet operational and strategic objectives to enhance the stakeholder experience.
• Engage and encourage participation with external professionals, schools, alumni and donors.

Link to key strategic plan

• An economically sustainable approach to delivering Professional Services across the University;
• A joined-up approach to University professional services, regardless of location or line management;
• A culture and practice of continuous improvement; 
• Design services that meet business need;
• A stakeholder-focused orientation, offering satisfying careers to all staff;
• Support and facilitate programmes that offer intellectual challenge, cohesiveness and a strong sense of progression;
• Ensure that an increasingly diverse workforce is treated equally, fairly and with respect, and that all staff are demonstrably valued and actively engaged.