Student Records Manager

King's College London

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Job id: 080265. Salary: £38,826 – £45,649 per annum, including London Weighting Allowance.

Posted: 30 November 2023. Closing date: 07 January 2024.

Business unit: Students & Education. Department: Student Administrative Services.

Contact details:Ashish Dave – Head of Student Records. [email protected]

Location: Strand Campus. Category: Professional & Support Services.

Job Description

About Us  

The King’s community is dedicated to the service of society. King’s Strategic Vision 2029 sets out our vision for the future, shaped around five priority areas: educate to inspire and improve; research to inform and innovate; serve to shape and transform; a civic university at the heart of London; and an international community that services the world. Our ambitious Education Strategy sets out the actions that we must take to transform how we teach, how and where our students learn and how we support them during their time with us. 

Student Administration Services, undertake the administration of the student lifecycle including Welcome, Enrolment & Registration, Visa Support & Guidance, Student Records and Graduation, Police Registration, and Orientation. We work to ensure all students who study at King’s receive a world-class student experience by aligning support for students through their educational journey at King’s with the academic cycle of events throughout the year. 

We are part of the wider Students & Education Directorate, a collection of wide-ranging professional services in place to support King’s students and their education. As a directorate we manage the student lifecycle from application to graduation and beyond, to ensure a coherent and seamless student experience and effective administrative processes, working closely with King’s faculties to do so. 

About the Role

The Student Records Manager will provide line management for the Records Team, delivering a high quality comprehensive and professional records service to students and staff across the institution.  

The successful candidate will work in collaboration with stakeholders across the university and manage the process of defining and steering efficiencies in Student administrative processes and procedures. of the university, relating to core Student Records management. 

This is an exciting opportunity for candidates looking to manage and improve systems and processes that support the student lifecycle, and who wish to utilise their skills and expertise in student administration. This is an opportunity to grow your skills in service improvement and the management of student data.  

We encourage applications from candidates who have experience from both within and outside of the Higher Education sector where they can demonstrate the skills needed to succeed in this role. 

This post will be offered on an indefinite contract. 

This is a full-time post, but we welcome applications from candidates seeking a flexible work pattern within our necessary service operating hours.

Key Responsibilities 

  • To manage the Student Records Team in delivering consistently excellent service to students and staff, maintaining accurate records for all programmes and students (including UG, PGT, PGR both on campus and online/flexible learning, and study via partnership and validation arrangements).  
  • To devise, implement and monitor streamlined, efficient, simplified, and standardised policies, processes and new ways of working, which support and improve the University’s handling and management of student data and administration of the student record 
  • Oversee the student lifecycle administrative processes across the academic year, including Changes of Registration, Enrolment, Re-enrolment and Module Registration and Amendment ensuring the provision of a high-quality service to staff and students. 
  • Work in collaboration with colleagues across the institution to ensure the completeness and accuracy of student data and systems, including direct maintenance of individual records where necessary. 
  • Set and measure appropriate KPIs and objectives for each activity/function and instigate reviews and development, putting appropriate measures in place with the Head of Student Records to monitor and analyse impact and implement solutions. 
  • Managing all enquiries from across the organisation, delegating these to your team as appropriate, and resolving complex issues in a timely manner 
  • Ensure the accuracy and consistency of staff in following procedures and policies relating to the student record while adhering to General Data Protection Regulation (GDPR) rules on confidentiality of personal information.

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

Skills, knowledge, and experience 

Essential criteria  

  • Relevant work experience and/or education: We think a wide range of different work and educational experiences could support you to be successful in this role. Relevant work experience might include work in central directorates, or Faculties, where systems operations have been utilised.  
  • Excellent IT Skills  
  • Excellent administrative skills, including the ability to organise, and plan ahead effectively  
  • Good interpersonal, communication and presentation skills 
  • Experience of working in Higher Education 
  • Ability to work collaboratively 
  • Knowledge of the student management systems SITS. 
  • Knowledge of policies and procedures and their application in a Higher Education context  
  • Anticipating problems and applying proactive and innovative approaches to resolve issues
  • Desirable criteria

  • Good Leadership skills 
  • Compiling and interpreting management information 
  • Clear understanding of GDPR 
  • Clear understanding of a student-centred service of excellent quality 

  • Further Information 

    Your application should clearly set out how you meet the essential criteria as this is how we shortlist applications. Learn more about how we recruit, including tips on writing your application and supporting statement on our website: https://jobs.kcl.ac.uk/gb/en/applying   

    Interviews will be held using Microsoft Teams and will consist of competency-based questions linked closely to the essential and desirable criteria mentioned here.

    Although we have made improvements over the last number of years, our team is still under-represented in terms of staff from global majority ethnicities, LGBTQ+ identities, and from people with disabilities. We encourage applications from all backgrounds, communities and industries, and are committed to employing a team that has diverse skills, experiences and abilities.

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