International Student Records Administrator

University of Glasgow

Job Purpose

As an International Student Records Administrator you will be responsible for supporting key areas of the University’s immigration compliance obligations by overseeing the following:

  • student document checks for international students at registration
  • processing of Biometric Residence Permits and e-visas
  • the collection and maintenance of passport and visa records,
  • administration and co-ordination of registration/check in events
  • reporting of various student activity on the Home Office Sponsor Management System.

Main Duties and Responsibilities

1. Responsible for supporting the delivery of mandatory identity/document checks for all new international students that are carried out during registration. Includes, assessing documents presented by students against Home Office requirements, performing immigration status checks on the Home Office’s online checking service, ensuring that only students with valid immigration status complete registration and dealing with students who do not have status entitling them to study at the University.

2. Responsible for maintaining accurate and up-to-date passport and visa records as prescribed under UKVI’s sponsor guidance documents.

3. Responsible for supporting and delivering re-registration/check-in events for

all Student Visa holders.

4. Regularly report on and analyse passport/visa data held in MyCampus to identify any non-compliance issues with respect to the University’s Student Visa Sponsor Licence, such as students who have not registered or whose visas have expired and carry out corrective action. Involves direct communication with Immigration Compliance Manager, students and College/School staff.

5. Responsible for updating information on the Home Office’s Sponsorship Management System (SMS) fulfilling the Home Office’s statutory reporting requirements.

6. Responsible for the training of extended workforce staff assisting with immigration document checks at registration and re-registration/check in events.

7. Support the response to enquiries from University staff, students and Home Office. Includes managing and responding to enquiries via the designated central Student Visa compliance email box and the UofG Helpdesk. The role holder will filter issues and seek to achieve resolution in the majority of cases.

8. Provision of information to staff on the University’s requirements in respect of Student Visa

9. Contribute to policy and development of operational enhancements to existing practices.

10. Support the processing, distribution and reconciliation of Biometric Residence Permits received from the Home Office.

Knowledge, Qualifications, Skills and Experience



A1 Scottish Credit and Qualification Framework level 7 (Advanced Higher / Scottish Vocational Qualification level 3, Higher National Certificate) or equivalent, and experience of personal development in a similar role. Or, ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.



C1 Excellent time management skills and ability to work to tight deadlines

C2 Able to multi-task and pay attention to detail

C3 Excellent written and oral communication skills

C4 Able to cope with pressure and accept responsibility using initiative and judgement to resolve queries independently

C5 Able to work effectively and enthusiastically both independently and as part of a team



E1 Experience of giving advice and guidance

E2 Experience of using excel or similar software to organise and analyse large amounts of data

E3 Experience of planning own work with a specified portfolio of activities

E4 Experience of working in a regulatory framework

E5 Experience of dealing with sensitive or confidential information

E6 Experience in a busy and customer focused environment


F1 Experience of working in a University or other educational environment

F2 Knowledge of Student Visa sponsor duties

F3 Experience of using the Home Office Sponsor Management System

Terms and Conditions

Salary will be Grade 5, £25,138 – £29,605 per annum. pro rata.

This post is part time (14 hour per week)open ended and working on a Thursday and Friday.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension – pensions handbook, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community

We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website for more information.

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