Student Records Manager

Job Title:         Student Records Manager
Department:         Academic Office - Student Registry
Grade:     Grade 7 
Salary range:        £35,333 - £42,155
Working arrangements: 35 Hours per week Monday to Friday 9-5 hybrid working 
Closing date:        8th January 2023
   
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. We believe that inspiring our people to do outstanding things at Durham enables Durham people to do outstanding things professionally and personally.  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.  We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here

The Role and 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 Records Manager is responsible for the management of the student records system (Banner) and related business processes, ensuring the University maintains accurate student record data that meets both internal and external requirements.  The post holder is also responsible for the University’s annual returns of student data to HESA (Higher Education Statistics Agency).

The main duties are as follows:

• Manage the Student Records Team
• Oversee the student enrolment and registration process to ensure that data collected is accurate and consistent to meet the potentially conflicting internal and external requirements.
• Manage the University’s student records system (Banner), including access authorisation, and its interfaces with other University key business systems.
• Keep up to date with statutory body requirements and embedding these into student records business processes.
• Manage and develop the annual cycle of student statutory reporting to HESA to ensure that the University is accurately represented.
• Play a key role in the coordination of development user acceptance testing for significant system developments and upgrades, including Banner and Banner Workflow.
• Building relationships with peers in other institutions via appropriate student records networks.

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. 

Further information about the role and the responsibilities is at the bottom of this job description.

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: 

•    30 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 42 days per year. The University closes between Christmas and New Year 
•    We offer a generous pension scheme, As a new member of staff you will be automatically enrolled  into the University Superannuation Scheme (USS).
•    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.
•    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. 
•    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).
•    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. 
•    A salary sacrifice scheme is also available to help you take advantage of tax savings on benefits. 
•    If you are moving to Durham, we can help with removal costs and we have a dedicated team who can help you with the practicalities such as house hunting and schools.  If you need a visa, we cover most visa costs and offer an interest free loan scheme to pay for dependant visas.

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

16.   Experience of working in Higher Education

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

18.    Continuing professional development required to maintain professional recognition.   
 

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. It will be at the discretion of the recruiting panel as to whether they will also consider any desirable criteria, but we would urge candidates to provide evidence for all criteria.  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 throughout the selection process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to make sure you have not missed any of our updates.
  
What you need to submit   

 
Contact details   
  
For a chat about the role or any further information please contact Melanie King: [email protected]

Typical Role Requirements
 

Service Delivery

•    Manage Student Records activities to ensure excellence in the staff and student experience. 
•    Provide management for Student Records processes ensuring a high quality and timely service to all students and staff and external stakeholders. 
•    Ensure regulations and procedures are updated to take account of internal and external changes. 
•    Coordinate and deal with complaints. 
•    A commitment to equality, diversity and inclusion and the University’s values

Planning and Organisation

•    Provide input to the design and development of student records processes, techniques and deliverables for one or more service areas or projects.  
•    Analyse stakeholder feedback to define needs and requirements, inputting to the design and planning of Student Registry services and processes. 
•    Analyse service data and provide reports to the Head of Student Registry, making recommendations for improvement as appropriate. 
•    Review Student Records systems and procedures  to ensure continuous improvement and efficiency. 

Teamwork and Team Development

•    Recognised professional practitioner and management and/or service specialist with responsibility for the management of Student Records team members. 
•    Provide feedback on team and individual performance and identify development needs, conducting regular staff ADR and performance reviews. 
•    Handle the vast majority of welfare issues within a team, referring more complex welfare issues to appropriate support services/senior management. 
•    Delivery of ongoing coaching, mentoring and training to team members. 
•    Devolve responsibilities to team members to ensure continuity of service provision and encourage skills development. 
•    Manage and monitor staff performance and workload, planning cover to ensure smooth service provision through peaks and troughs. 

Communications and Networking

•    Internal and external relationship development and partnership working, networking and participation to engage and influence future services and the University reputation. 
•    Contribute to business meetings, working groups and sub committees at departmental and operational service levels. 
•    Provide advice and guidance to staff and students in relation to University policy, procedures and regulations on curriculum and student records processes. 
•    Distribute service information and provide advice to stakeholders regarding compliance and regulations. 

Knowledge and Experience
   
•    Maintain an awareness of current policy for University business goals such as widening participation and access. 
•    Awareness of the external environment and sector best practice to support high quality and effective student records services.   

•    Any other reasonable duties.   

Useful links

If you would like further information you may find the following will help
  
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.   

 
SECONDMENT

The post is full time, fixed term until 21st December 2023 and may be offered on an internal secondment basis subject to the agreement of the current line manager.
If an internal member of staff is appointed to this role on a secondment basis, for pension purposes this will be processed in line with Step-Up arrangements.  For further details please click here.

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.