Student Records Manager

Updated: 2 months ago
Location: Durham, ENGLAND

Student Records Manager (
Job Number:
Academic Office
Grade 7: - £37,099 - £44,263 per annum
Fixed Term - Full Time
Contract Duration: 2 years
Contracted Hours per Week: 35
Working Arrangements: Hybrid working
Closing Date
: 01-Oct-2023, 6:59:00 PM
Disclosure and Barring Service Requirement: Not Applicable. 

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 Student and Academic Services Directorate. The Student and Academic Services Directorate 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 Student and Academic Services Directorate:

·        Academic Registrar’s Office

·        Curriculum, Learning and Assessment

·        Student Immigration and Funding

·        Student Recruitment and Admissions

·        Student Registry

All of the services are based on the Mountjoy site 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's student-related data 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 Student and Academic Services Directorate operate 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 access to holiday camps for children aged 5-16 throughout the year.
•    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 and inclusion

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 asterisk* next to it, it may be given additional weighting when your application is considered.    
Your application should cover the following criteria:

Essential Criteria

1.    Educated to degree level (or equivalent experience).

2.    Professional practitioner with knowledge and expertise in the delivery and development of systems-related business processes within the organisation.

3.    Experience of implementing policies and procedures and supporting change and service improvements.

4.    Experience of providing specialist advice and guidance to a range of customers and colleagues, including more senior colleagues.

5.    Experience of participating in internal or external networks to share and discuss good practice, develop strong and productive working relationships and positively influence the University’s reputation.

6.    Significant experience of managing and developing a team or teams.

7.    Excellent spoken and written communication skills.

8.    The ability to develop effective working relationships, both internally and externally.

9.     Advanced IT skills, including the ability to manipulate data sets using Microsoft Excel and Access   

10.   Knowledge and experience of ensuring compliance with regulatory and organisational policy and guidelines.

11.    Excellent analytical and problem solving skills.

12.    Excellent attention to detail and the ability to maintain accuracy whilst working under pressure.

13.    Experience of dealing with difficult people/customers.
Desirable Criteria

14. Experience of working in Higher Education

15. Working knowledge of a corporate IT systems such as the Banner student records system

16. Committed to continuing professional development 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   

•    A CV.
•    A supporting statement or covering letter which gives detailed examples of how you meet all of the criteria within the Person Specification.    
Contact details   
For a chat about the role or any further information please contact Ross Guy:

Typical Role Requirements   

Service Delivery/Development
•    Show a commitment to equality, diversity and inclusion and the University’s values.
•    Review and look for ways to improve student records systems and procedures.
•    Manage the delivery of student records, enrolment and registration business processes across the University to a high standard.
•    Provide the best possible service by continually reviewing what is required from staff, students and colleagues in other professional support services and contribute to ideas and service improvements.
•    Work with your team to look for ways to improve the efficiency of business processes and accuracy of student data.

Planning and Organisation
•    Manage the delivery of operational activities carried out by the Student Records Team which you are responsible for.
•    Contribute to progressing the strategic and operational priorities of Student Registry.
•    Review data on the level of service provided by your area to recommend areas for future improvement.

Team Development
•    Manage and monitor the performance, workload and expected outcomes of the Student Records Team and take action to respond anything that impacts on the service level provided.
•    Ensure that the team can deliver the required services by devolving and delegating responsibilities to appropriate team members.
•    Carry out regular performance reviews to provide feedback on objectives and expectations and identify any development needs.
•    Ensure that the team continues to develop by coaching and mentoring team members and delivering any training needs.
•    Support the welfare and wellbeing of the team referring more complex issues to specialist services.

•    Provide advice and share guidance with students to ensure that the University’s policies, procedures and regulations are complied with.

•    Use your operational expertise and knowledge of student records and curriculum systems and processes to participate in business meetings, working groups and sub-committees.

•    Coordinate and oversee business meetings and deal with any related complaints.

•    Update Student Records policies and procedures in response to any internal or external changes.

•    Create positive working relationships, including internal and external networks, using your networks to increase your knowledge and skills and swap information with peers.

•    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 Privacy Notices - Durham University  which provides information on the collation, storing and use of data.   

The post is full time, fixed term for a 2 year period and may be offered on an internal secondment basis subject to the agreement of the current line manager.

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.

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