UNIVERSITY OF WEST LONDON
JOB DESCRIPTION
Job Title: Student Records and Curriculum
Administrator
Post No:
Grade: 4
School/Department: Registry Services
Reporting to: Student Records and Data
Manager
Location: Based at Ealing, but you will be
required to undertake your duties at any site of the
University as required
SUMMARY OF MAIN PURPOSE OF THE JOB:
This is a key supporting role to support all data related activities within the university, including
student records, funding returns, curriculum data and audits. Whilst on a day to day basis the
postholder may have certain duties allocated to them they will:
 Work as part of a team to ensure that the student records and curriculum data is collected and
recorded in an accurate, timely and efficient manner to meet the University’s and relevant
external agencies criteria.
 Take a key supporting role in preparation and submission of all funding returns, e.g. HESA
Student Record, DLHE, SLC, ILR, etc.
 Assist the Student Records and Data Manager and the Head of Registry Services with key
operational student lifecycle activities, for example, induction and enrolment planning and
graduation ceremonies.
 Contribute towards the provision of an effective, efficient and professional quality administrative
service within the Team.
 Achieve a high level of proficiency on the student record system (Unit-e) in order to undertake
data related activities.
 Be required in exceptional circumstances to undertake other duties to ensure a full administrative
service is maintained across Registry Services as required.
DUTIES AND RESPONSIBILITIES
DATA QUALITY AND DATA ANALYSIS
 Take a key supporting role for FE and HE curriculum, student record data maintenance, Student
Loans Company and Transport for London data for the university.
 Assist with the preparation and dissemination of all curriculum information to relevant schools
and departments.
 Assist with the set up and coding of curriculum data for admissions, enquiries, enrolment courses
and modules using University and funding agencies coding standards.
 Work as part of a team to ensure that the Course and Module Master File information recorded
on the student record system (Unit-e) is kept up to date and reflects the academic offer of the
University and complies with external funding requirements.
 Work as part of a team to ensure that the account code and employer data is compliant with the
university’s Financial Regulations.
 Develop and maintain an understanding of Unit-e curriculum structures and student record data
related practices and procedures.
 Ensure own data input and data retrieval is accurate and complies with university, audit and
funding agencies requirements and Unit-e database criteria.
 Undertake training to learn how to run reports within Unit-e.
 Be aware of the importance of data integrity and escalate any known data issues appropriately.
DATA RETURNS, FUNDING AND AUDITS
 Work within the Student Record and Data Team to collect and input student record data in
accordance with existing, and future where published, external funding, audit and data guidelines
for both FE and HE.
 Work as part of the team to facilitate timely, accurate and complete funding returns through
appropriate systems.
 Work as part of the team to maintain the integrity of all core data on the Unit-e database through
regular validation and data corrections.
 Understand and keep up to date with all funding body data related requirements.
PLANNING AND ORGANISATION
 In liaison with the Student Records and Data Manager, agree personal priorities and organise
own work and activities, frequently under pressure, to achieve agreed objectives within strict
internal and external deadlines and meet statutory timescales.
 Work to agreed timescales as part of a team to ensure that university and external funding
workloads are met within strict deadlines in accordance with the university academic calendar.
 Take individual responsibility for own area of work and be able to work on own initiative.
 Progress and chase actions as required by external bodies and the university timescales.
 Maintain an awareness of key activities within the student lifecycle.
INTERNAL COMMUNICATION
 Use effective communication skills, both oral and written; to deal efficiently, effectively and
tactfully with people at all levels.
 Disseminate all relevant information to the university community in an appropriate and timely
manner.
 Establish and maintain good working relationships across the university.
 Ensure an effective and excellent standard of service is provided at all times.
 Respond promptly to all requests relating to student record data work, giving appropriate advice
and support to students and academic and administrative staff across the university community.
 Contribute to the development and promotion of data services within the university.
TEAM WORKING
 Work as part of a team to ensure that all student record and curriculum tasks are completed
according to fixed deadlines.
 Work as part of the Student Record and Data Team, taking a proactive role in working with staff
to achieve and deliver a good standard of service to all students and staff.
 Establish a productive and supportive relationship with colleagues within the team and across
the university community.
 Communicate information to colleagues appropriately and escalate issues to the Student
Records and Data Manager as appropriate.
 Assist the Registry Services Senior Analysts and the Business Analyst for FE as required.
 Take a key supporting role within the Student Records and Data Team regarding all student
record data and curriculum related work and activities and be an effective team member and
participate in team meetings, workshops, training events, etc.
 Proactively support Registry Services and the university community with key student lifecycle
activities and business processes.
UNIVERSITY POLICIES AND PROCEDURES
 Be aware of, and comply with, the Data Protection Act, Freedom of Information Act and
Safeguarding Policy at all times.
 Maintain accurate records and files in accordance with all university policies and procedures.
 Ensure compliance with Health and Safety regulations.
 Work within the bounds of the university’s processes, procedures and guidelines.
 Participate in the university’s quality assurance process.
 Adhere to all of the university’s procedures and policies and Financial Regulations.
SPECIALIST KNOWLEDGE
It is essential that the person appointed has, and is willing to work towards achieving and
maintaining up to date expertise and knowledge in the following areas:
 An awareness of university-wide events and how they relate to the student lifecycle and how
they influence the student experience.
 An in-depth understanding of the Student Record Management and Tracking system (Unit-e), by
attending Unit-e training sessions to maintain knowledge and understanding of the student
record system
 An excellent understanding of UNIT-e to extract key data to support student lifecycle business
processes.
 An in depth understanding of HESA and ILR coding requirements
 An in depth understanding of HESA and ILR data collection requirements
 An in depth understanding of HESA validation requirements
 An understanding of the Student Loans Company (SLC), Transport for London (TfL) and related
Attendance Monitoring processes
 An understanding of the Admissions database requirements
 An in depth understanding of the requirements of the SLC Course File collection processes
 An understanding of student related operations of the following:
o The University regulatory framework including the Student Handbook and the Undergraduate
and Postgraduate Supplements.
o An understanding of the Attendance Monitoring processes.
o An understanding of the Further and Higher Education admissions, examinations and
timetabling data and how this influences/impacts on student records operations and data.
o Any new related initiatives as they arise.
 A high level of proficiency in Microsoft Office products and IT competencies, with particular
reference to Excel imports, data manipulation and formatting for the wider university community.
 Any other duties as assigned by the line manager to support the operation of the Student
Records and Data Team and the wider Registry Services operations.
PERSON SPECIFICATION
CRITERIA
ESSENTIAL
DESIRABLE
Qualifications:
First degree or equivalent
Evidence of continuous professional
development.
Knowledge and
Experience:
Significant experience of working in
student records in a higher
education or further education
environment
Knowledge of the Unit-e student record
management and tracking system
Good working knowledge of Student
Record software in an education
environment
Familiarity with university structures, the
academic calendar and the student
lifecycle
Knowledge of higher education or
further education funding requirements
Analytical skills to interpret and
present data in a user friendly format
Excellent data analysis skills and
experience of analysing complex
Experience of assisting with planning information
complex operational activities,
frequently under pressure, for
example, enrolment and graduation
Specific Skills:
An excellent working understanding
of student record systems
Experience of using Unit-e
High level of proficiency in MS Excel
Excellent data manipulation, retrieval
and analysis skill
In-depth knowledge of MS Office
software
Understanding of relational database
concepts
Working knowledge of using
databases
Knowledge of any good reporting tool/s.
Ability to show attention to detail and
produce work of high quality with an
understanding of data integrity and
quality
Excellent organisational and time
management skills and the ability to
plan and prioritise own work within a
busy team.
General Skills:
Excellent interpersonal and
communication skills
Ability to work within a team
effectively
Self-motivated, with a flexible
approach to work and ability to use
initiative
Excellent problem solving ability and
analytical skills
Excellent customer service skills with
a commitment to providing customer
focused service.
Other:
Self-motivated
Ability and willingness to learn new
systems and skills and disseminate
where appropriate
An understanding of Data Protection
requirements and confidentiality issues
Knowledge of Safeguarding
requirements
Ability to respect a high level of
confidentiality at all times
A flexible approach to working hours,
which includes occasional evening
and weekend work.
A Standard DBS Certificate (to be
undertaken upon appointment).
Essential Criteria are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in
their application that they possess the essential requirements will normally be rejected at the shortlisting stage.
Desirable Criteria are those that would be useful for the post holder to possess and will be considered when more than one applicant
meets the essential requirements