Administrative Assistant

University of Derby

Job details


The Registry

Responsible to

FE Data and Compliance Officer


Buxton & Leek College (Buxton/Leek Campus)


£20,757 to £22,021 per annum pro rata (for exceptional performers, there is scope for further progression up to £25,088 per annum, pro rata)

Closing date

Sunday 19 November 2023

Contract type


Post type




About the role

We are recruiting for an Administrative Assistant to provide efficient and effective support in the Student Records team for FE and Skills (FES) across Buxton and Leek College.  

The FE Student Records team collect, record and monitor student information from enrolment through to course completion. The creation of records enables students to access course resources and the College to meet the requirements of stakeholders and funding agencies. We provide software training to staff specifically, register marking to record student attendance. We manage staff accounts for accessibility to various software packages. We monitor and review the FE student data to ensure the accuracy of statistical returns. We work mainly with colleagues to ensure a high-quality study experience for our students. We deal directly with students at enrolment events throughout the year.

As part of the team, you will be expected to promote excellent customer service and contribute to the development and operation of the student records and registers service. You will assist in the delivery of a high quality, professional service to students, delivery teams and external stakeholders, as appropriate.

This role is part-time, 19 hours per week.

Interview date – 29th  November 2023

For further information and informal enquiries regarding the role, please contact Clare Hancock, FE Data and Compliance Officer via [email protected]  

For enquiries regarding your application and for sponsorship eligibility, please contact the recruitment team via [email protected]  

Principal accountabilities

  • To assist with the production and completion of accurate statutory government data returns. Ensure information is input in a timely manner to allow the production of scheduled and ad hoc statistics using data from a range of systems. Utilise agreed systems to follow enrolment and registration procedures in line with the requirements and standards of the College, external agencies, and funding bodies. To comply with the College’s Health and Safety, HR and Safeguarding policies and procedures.
  • To assist in ensuring through audit and deployment of appropriate procedures, the accuracy and completeness of electronic and paper records. Ensure that all data entered is error free to meet the needs of the College and external agencies and bodies. Ensure all documentation is accurately filed, easily accessible and archived accordingly.
  • Ensure external contracts can be effectively monitored and managed. Maintain register records including provision of on-line registers; interrogate records and following up on missing information; inputting marks; resolving queries.
  • Provide training to on-line register users.
  • Generate and process all required paperwork for enrolment, on program tracking forms, including, registers, end of program and post course paperwork in line with department, College and external deadlines.
  • Provide administrative support to maintain College timetables and relevant information for linking into the College’s curriculum planning model. Support key college events including enrolment and provide general assistance and support with awards ceremonies and take responsibility for specific administrative functions, projects or activities as identified by the Student Records Team Leader. Provide cover for other members of the Student Records team as and when required.
  • Undertake Continuous Professional Development to maintain up to date knowledge of funding appropriate to the role.
  • Person specification
    Essential Criteria

    • Maths GCSE 4-9 or equivalent
    • English GCSE 4-9 or equivalent


    • Experience of working with policies and procedures at an operational level
    • Experience of working collaboratively in a multi-team environment

    Skills, knowledge & abilities

    • Knowledge and understanding of systems and services in a data administration environment and their varied applications
    • Initiative and judgement to resolve and respond to issues
    • Good analytical and problem solving capability
    • Efficient approach with attention to detail and ability to demonstrate critical thinking
    • Good communication skills and the ability to influence and negotiate, in line with the Student Records Team Leader
    • Good I.T. skills
    • Strong organisational skills with the ability to quickly adjust to change
    • Accurate and methodical approach
    • Ability to work across teams to achieve a shared goal
    • Innovative within the team in promoting and implementing ideas in order to improve the effectiveness of services
    • Resilient, proactive and flexible
    • Can do attitude and a commitment for providing high quality customer service to colleagues and students
    • Ability to work and deliver to tight deadlines in a busy environment

    Business requirements

    • Willingness to work outside of normal hours at times as relevant to achieving targets and meeting the needs of the College
    • Willingness and flexibility to travel and work between University sites in a cost effective and timely manner where the College activity is located

    Desirable Criteria

    • Academic or vocational (business administration) qualification/s at Level 3
    • IT Qualification(s)


    • Experience of maintaining data using networked and PC based information systems

    Skills, knowledge and abilities

    • Understanding of a public sector or an academic institution
    • Knowledge of student records and registers and course provision in Further Education
    • Understanding of working towards targets required and the implications of non-compliance
    • Presentation of management information for decision making


    As well as competitive pay scales, we offer generous holiday entitlement. We also offer opportunities for further salary progression based on performance, and the opportunity to join a contributory pension scheme.

    Find out more about pay and benefitsFind out more about pay and benefits

    How to apply

    You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly as this will be our main means of contacting you regarding your application.

    • Apply online Apply online
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    • Advice on completing your applicationAdvice on completing your application

    If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at [email protected] .

    Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.

    Important information

    Please note that unfortunately, this role will not attract sufficient points to obtain a sponsored Skilled Worker visa under the UK Visas & Immigration points based immigration system; however, applications are welcome from candidates who do not currently have the right to work in the UK, but who would be eligible to obtain a valid visa via another route..

    Please consult the Home office website for further information.

    DBS check

    If you are successful, you will be required to undertake a Disclosure and Barring Service (DBS) check. The post for which you are applying is exempt from Section 4(2) of the Rehabilitation of Offenders Act 1974 requiring any spent convictions to be declared. Any information you provide will be treated in confidence and only used when considering your suitability for the post.

    To enable us to process your DBS check please ensure you are able to supply the documentation listed on the DBS website at interview stage.

    Equity, diversity and inclusion

    The University of Derby is committed to promoting equity, diversity and inclusion. However you identify, we actively celebrate the knowledge, experience and talents each person brings. Our students come from a wide range of backgrounds; therefore we are particularly interested to hear from applicants who will help our leaders and teams be more reflective of our student population.

    A university that celebrates youA university that celebrates you

    Further details

    Download Administrative Assistant job descriptionDownload Administrative Assistant job description

    Why join Derby?

    Challenging, interesting and constantly changing, the University of Derby is an extraordinary place to learn and an incredibly rewarding place to work.

    Find out more about working at the UniversityFind out more about working at the University

    We are committed to safeguarding and promoting the welfare of children and vulnerable adults and expect everyone who works for us to also share this commitment and to treat people with courtesy and respect.

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