Student Records Officer

Imperial College London

Job description
Job summary

Are you a proactive individual with demonstrable administrative experience, excellent IT and communication skills and the ability to work well as part of a team?

We are seeking to appoint a Student Records Officer to work within the Student Records team in the Registry. The postholder is responsible for managing, optimising and maintaining all data within the student record system (Banner) pertaining to the lifecycle of a student during their registration and enrolment at Imperial College London. The responsibility to maintain accurate student record data through identifying and rectifying poor data, maintaining student data quality through analysis of large data sets and manipulation of data to identify issues or trends to be further investigated is a large part of this role.

The postholder will liaise with departments to ensure accurate student records are maintained and advise on complex situations, with the support of the regulatory framework and senior colleagues where appropriate. The role includes responsibility for, but not limited to, key areas of BAU such as module registration, interruptions of study, withdrawals and updating the student record at key points of the year in large volumes such as rollover and bulk uploads of module information.

This post will also, when necessary, be asked to contribute to process enhancements or project topics to share their knowledge of Student Records to ensure smooth and accurate delivery of new processes.

The remit of the department is wide and this role will support the management of student related data in College systems as well as maintaining databases.  The postholder will also advise on and adhere to College regulations.

Duties and responsibilities

You will be responsible for updating the student record system with, for example, student course transfers, interruptions of studies, withdrawals, etc. after receipt of appropriate documentation.

You will be communicating with departments and students both in writing through several dedicated Student Records inboxes and via the telephone and face to face at our Student Hub.

You will also be advising on College regulations and using College guidance to maintain student records in line with this and external requirements such as GDPR whilst demonstrating a high level of customer service.

Essential requirements

  • Knowledge of UK Higher Education records processes.
  • Experience, acquired through a combination of job related training and considerable on-the-job experience.
  • Experience of using databases to store and retrieve information.
  • Highly organised and meticulous administrative skills.
  • A high level of accuracy and consistent attention to detail.
  • Professionally and personally committed to complete tasks successfully and produce excellent results at work (or in other activities).

Further information

This is a full time, fixed term post until 30 April 2024.

Candidates are required to complete an online application.  The supporting statement section should set out how your qualifications, experience, and training meet each of the selection criteria. Please provide one or more paragraphs addressing each criterion giving one or two brief examples of how each criteria is met. The supporting statement is an essential part of the selection process and thus a failure to provide this information will mean that the application will not be considered. “Please see attached CV” will not be considered acceptable.

Should you require any further details on the role please contact: Sheriden Kuech,  Student Records Manager ([email protected]

The College is currently trialling a Work Location Framework until early 2023.  Hybrid working may be considered for this role and the role holder may be expected to work 60% or more of their time onsite, with 40% the minimum time spent onsite.  The opportunity for hybrid working will be discussed at interview.


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