Post:
Date / Version:
Student Records Officer (Secondment Cover)
9th March 1015
Person Specification
Criteria
Factors
Index
no.
A) Education
and
Professional
Qualifications
Essential
Means of Assessment
Application
Reference/
Verification
Interview
A1
First Degree or education at HE level with knowledge
and experience in a relevant subject area.


B1
Good analytical skills through the use of IT tools, the
application of calculations or algorithms in a workplace
setting or as part of a HE programme of study etc.
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
B2
At least one year’s experience of working with
Microsoft Access and/or Excel to deliver reports or data
systems.

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
B3
Experience of interpreting complex data specifications.



Essential
B)
Experience/
Training

Desirable
B5
Knowledge and experience of the SITS data system or
an HE student records database or database with
similar complexity.



B6
Practical experience of working with information
systems within Higher Education or similar context.




C) Specific
aptitude and
abilities
D)
Interpersonal
skills

C1
Able to demonstrate attention to detail and accuracy in
technical work.


C2
Able to manage own time effectively and work to strict
deadlines.
C3
Ability to understand spoken and written Welsh
D1
Good written and oral communication skills.
D2
Good team-working skills.








Essential
Desirable

Essential
Further details about the post of Student Records Officer (Secondment Cover – 12 months)
Student Data Services
The Student Records Officer post is an established post within Student Data Services (SDS). SDS is part of
the university’s Academic Registry, which also includes the two School Offices (Graduate and
Undergraduate), the Regulations, Assessment and Awards Unit and the Academic Quality and Standards
Unit. SDS maintains the central record for all students and services a range of functions relating to the data it
holds. The current postholder is undertaking a 12-month secondment to another post within SDS and we are
therefore seeking someone to cover the Student Records Officer role during this period.
The department covers a wide remit in processing student tracking and related data, such as:
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Configuring and operating the university’s corporate records database system to model our changing
portfolio of courses and meet a wide range of data needs (eg assessment board support).
Ensuring that central records for programmes and students are accurately maintained (data entry,
data updates etc)
Processing data for internal purposes (eg management information) and for student support
(graduation data, tuition fees, student assessments and awards etc)
Arranging student enrolment.
Production of reports for various internal and external requirements (some which are statutory
requirements including reports given to the Higher Education Statistics Agency).
Providing information to external agencies (such as the Student Loans Company and Local Education
Authorities, for assessment and payment of tuition fee grants and loans etc).
With the range of academic provision we offer, and the variety of students we support, we are always looking
for improvements in the way we manage our data holdings so that we can provide effective information in
efficient ways. We must also respond to changes in external requirements, which may require us to review our
approach to data coding and data provision. An increasingly important part of our strategy is the provision of
on-line ‘self-service’ functions, allowing staff and students to have secure and tailored access to information
held on the Student Records System. The role of the Student Records Officer includes amongst other
responsibilities:
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Providing routine and ad-hoc data reporting to meet internal and external requirements (eg
Management Information and Planning support; responses to Freedom of Information requests etc)
Undertaking data processing to support Graduation ceremonies
Providing data processing to deliver data for Award Certificate production.
Exchanging data with external organisations (eg University of Wales)
We are looking in particular for someone who has experience using data reporting and analysis tools such as
MS Access and Excel and who may have experience of Higher Education data systems.
The Student Records Officer will work closely with the Student Information Analyst (Data Returns), particularly
in order to deliver data for MI and Planning purposes, and also the Student Information Manager, who is
responsible for maintaining student tracking data.
Systems
Our Student Records system, SITS:Vision from Tribal Technology, is a market leader in the HE sector. In
addition to the team in SDS the system is heavily used by staff in the Graduate School Office, the School for
Undergraduate Studies Office, and by a number of other departments (Admissions, Student Services etc).
General
All members of staff are expected to assist with more routine activities of the department, for example by
dealing with student enquiries by phone or in person, or by assisting more generally with particular pressure
points during the academic year (eg annual enrolment; increasingly frequent “assessment seasons”).
How do I measure up?
To give you an idea of what we would expect an applicant to be capable of, the following should already be
very familiar to you and something you would routinely undertake:
With MS Access:
 selecting multiple tables and fields from local and central database tables (eg via ODBC), assigning
relationships between fields and applying query filter criteria.
 troubleshooting query design, possibly by reviewing the SQL equivalent statements.
With MS Excel:
 Applying Pivot Tables to datasets.
 Applying advanced formulae for data-management, such as vlookup().
 Using the Filter tool to process datasets.
Further information
Please contact Kim Birkhead (Head of Student Data Services) for further information: 01978 293038 /
k.birkhead@glyndwr.ac.uk.