Description
Role: Student Records & Awards Administrator
Grade and Salary: Grade 6, £30,505 - £35,880 per annum
FTE and working pattern: 1 FTE, 35hrs per week, Monday - Friday
Holiday Entitlement: 33 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)
Purpose of Role
The post of Student Records and Awards Administrator is a key role within the Student Records and Awards team. The role would provide a high quality, professional and co-ordinated approach in support of, and advice to, students, and academic and administrative staff across the University and at other campuses working as part of the Student Records and Awards (SRA) team and to assist, as directed, with all major Registry and Academic Support activities including Enrolment (on- and off-campus) and Graduations (at all campus locations), including the monthly conferment for in absentia awards, intermediate and exit awards.
Key Duties & Responsibilities
1. Work with the Student Records and Awards Manager and Graduation and Awards Officer, to ensure the effective and efficient provision of the University graduation and award processes for students at all campuses, approved learning partners and for those studying independently.
2. Assist with managing the processes for checking the quality of the data on awards in the Student Records System (Banner).
3. Co-ordinate the collection and maintenance of data to support the enhanced academic transcript and contribute to its future development.
4. Co-ordinate the release of online results to graduating students and the notification of awards to postgraduate research students.
5. Resolve standard and complex enquiries via the University’s enquiry management systems, including the SRA webmail, Student Helpline and AskMyHW (UniDesk) enquiries.
6. Provide advice and guidance as required to academic and professional services staff on all student aspects of graduation and awards.
7. To co-ordinate the processes for the award of Certificates and Diplomas of Higher Education, Intermediate awards and ‘in absentia’ conferment.
8. To co-ordinate the processes for awarding Prizes and Medals to graduating students.
9. To prepare scripts for the Chancellor, Vice-Chancellor, Executive Deans/Associate Heads of School and other platform party colleagues.
10. Support the Student Records and Awards Manager and Student Records Officer with the development of the University enrolment process on-line and events for students at all campuses, approved learning partners and for those studying independently.
11. Provide support for the data quality maintenance of student records held in the Student Administration System (SAS)/Banner and providing guidance and training to staff across the University on record updates and how to collect data.
12. Supporting the Student Records Officer with the processing and audit of ‘User Access to SAS’ requests.
13. Co-ordinate the Temporary Suspension of Studies (TSS) process, across all campus locations.
14. Support with the production of the management information reports for statutory returns including the Student Awards Agency for Scotland (SAAS), Student Finance England/Wales/NI, Edinburgh City Council, Scottish Borders council.
15. Support the Student Records Office with Freedom of Information requests, and additionally internal requests for student data and statistics.
16. Manage the Student Finance Course Management Service portal annual submission and change of circumstance submissions for RUK students.
Essential Criteria
1. Educated to at least SCQF level 6-7, or similar or equivalent practical experience in the workplace.
2. Experience of working within a similar environment as outlined above.
3. Competent in the use of relevant IT packages.
4. Proven relevant experience of providing specialist customer service support, ideally to students, which will have been acquired over several years, with a basic understanding of the relevant theory.
5. Analytical problem-solving skills.
6. Well-developed interpersonal skills.
7. Demonstrable excellent customer service.
8. Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
9. Demonstrable professional and proactive approach.
Desirable Criteria
1. Educated to degree level.
2. Experience of Higher Education.
3. Knowledge/experience of Student Admin Databases.
4. Experience of providing student/staff support in any of the key areas in the role will be an advantage.
How To Apply
Applications can be submitted up to midnight (UK time) on Sunday 16 February 2025.
Please submit your CV and supporting covering letter via the Heriot-Watt online recruitment portal.
Interviews for this role are anticipated to take place on Wednesday 26 February 2025.
We welcome and will consider flexible working patterns e.g., part-time working and job share options.
About The Team
The Registry and Academic Support Directorate (RAS) supports our students and staff colleagues across the full student lifecycle, from enrolment to graduation. The Directorate has responsibility as the definitive record-keeper of all student information and programme and course details, and leading services that help students settle and stay at the University with professional help and advice, through a range of wellbeing services.
About Heriot-Watt University
At Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team. #J-18808-Ljbffr