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- Tasks: Support students and staff with graduation and award processes while managing student records.
- Company: Join Heriot-Watt University, a diverse community focused on real-world impact and inclusivity.
- Benefits: Enjoy 33 days of annual leave, flexible working options, and a supportive work environment.
- Why this job: Be part of a dynamic team that values your input and fosters professional growth.
- Qualifications: Must have relevant experience or education, strong customer service skills, and IT proficiency.
- Other info: Applications close on February 16, 2025; interviews on February 26, 2025.
The predicted salary is between 25500 - 29000 £ per year.
Job 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
- 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.
- Assist with managing the processes for checking the quality of the data on awards in the Student Records System (Banner).
- Co-ordinate the collection and maintenance of data to support the enhanced academic transcript and contribute to its future development.
- Co-ordinate the release of online results to graduating students and the notification of awards to postgraduate research students.
- Resolve standard and complex enquiries via the University's enquiry management systems, including the SRA webmail, Student Helpline and AskMyHW (UniDesk) enquiries.
- Provide advice and guidance as required to academic and professional services staff on all student aspects of graduation and awards.
- To co-ordinate the processes for the award of Certificates and Diplomas of Higher Education, Intermediate awards and 'in absentia' conferment.
- To co-ordinate the processes for awarding Prizes and Medals to graduating students.
- To prepare scripts for the Chancellor, Vice-Chancellor, Executive Deans/Associate Heads of School and other platform party colleagues.
- 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.
- 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.
- Supporting the Student Records Officer with the processing and audit of 'User Access to SAS' requests.
- Co-ordinate the Temporary Suspension of Studies (TSS) process, across all campus locations
- 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.
- Support the Student Records Office with Freedom of Information requests, and additionally internal requests for student data and statistics.
- Manage the Student Finance Course Management Service portal annual submission and change of circumstance submissions for RUK students.
Other duties as agreed by the Student Records and Awards Manager or the Head of Student Life/Deputy Registrar Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.
Essential & Desirable Criteria
Essential
- Educated to at least SCQF level 6-7, or similar or equivalent practical experience in the workplace
- Experience of working within a similar environment as outlined above
- Competent in the use of relevant IT packages
- 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
- Analytical problem-solving skills
- Well-developed interpersonal skills
- Demonstrable excellent customer service
- Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
- Demonstrable professional and proactive approach
Desirable
- Educated to degree level
- Experience of Higher Education
- Knowledge/experience of Student Admin Databases
- 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.
Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised, and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .
Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.
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. It supports academic and professional services staff across the University in several areas, including academic, institutional and student related Regulations and Policies and global, national and institutional quality matters.
It delivers these services through four Divisions, each managed by a Global Head:
- Student Life
- Off Campus Students
- Academic Operations
- Academic Quality
There is also a link to the Policy and Governance Division within Government and Legal Services in relation to student misconduct, complaints and appeals. The Student Life Division consists of the following services:
- Student Administration
- Wellbeing
- Careers and Graduate Futures
- Student Advisory Service
The Student Administration Service provides the management and delivery of key University services and processes across three teams
- Student Records and Awards
- Student Service Centre
- Global Student Office
The Student Administration Service manages a single point of access for students on each campus, to deliver a consistent student experience including face-to-face and virtual services. It acts as the definitive record-keeper of the student record and manages and delivers standard/consistent processes and advice in relation to enrolment, maintenance of the student record, all student transactions (transfers, finance, scholarships, suspension of studies, etc.), student mobility, including international student visas, placement/exchange students and campus transfers, all student aspects of graduation and awards.
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.
Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Administrator - Student Records & Awards employer: Heriot-Watt University
Contact Detail:
Heriot-Watt University Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrator - Student Records & Awards
✨Tip Number 1
Familiarize yourself with the Student Records System (Banner) as it is crucial for this role. Understanding how to navigate and manage data within this system will give you a significant advantage during the interview process.
✨Tip Number 2
Highlight any experience you have in providing customer service, especially in an educational setting. Be prepared to discuss specific examples of how you've resolved complex inquiries or supported students in the past.
✨Tip Number 3
Demonstrate your analytical problem-solving skills by preparing to discuss scenarios where you've had to analyze data or resolve issues under pressure. This will show your ability to thrive in a dynamic environment.
✨Tip Number 4
Research Heriot-Watt University’s values and commitment to diversity and inclusion. Being able to articulate how your personal values align with theirs can set you apart as a candidate who fits well within their community.
We think you need these skills to ace Administrator - Student Records & Awards
Some tips for your application 🫡
Understand the Role: Make sure to thoroughly read the job description for the Student Records & Awards Administrator position. Highlight key responsibilities and required skills that align with your experience.
Tailor Your CV: Customize your CV to reflect relevant experience in student administration, customer service, and data management. Use specific examples that demonstrate your analytical problem-solving skills and ability to work in a dynamic environment.
Craft a Compelling Cover Letter: Write a cover letter that clearly outlines your motivation for applying and how your background fits the role. Address your understanding of the importance of student records and awards processes and your commitment to providing excellent support.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail and professionalism.
How to prepare for a job interview at Heriot-Watt University
✨Understand the Role
Make sure you have a clear understanding of the responsibilities and key duties outlined in the job description. Familiarize yourself with the processes related to student records, awards, and graduations, as this will help you answer questions confidently.
✨Showcase Your Customer Service Skills
Since the role involves providing support to students and staff, be prepared to discuss your experience in delivering excellent customer service. Share specific examples of how you've resolved inquiries or supported individuals in a similar environment.
✨Demonstrate Data Management Competence
Highlight your experience with data management systems, especially if you have worked with student administration databases. Be ready to discuss how you ensure data quality and accuracy, as this is crucial for the role.
✨Prepare for Scenario-Based Questions
Anticipate scenario-based questions that may assess your problem-solving skills and ability to work under pressure. Think of examples from your past experiences where you successfully navigated challenges in a dynamic environment.
