Administrator (Student Records) Birmingham

Job Description


The Administrator (Student Records) will liaise with department and faculty staff to keep the information in the Student Records Systems up to date, accurate and relevant.

Main Responsibilities

    Provide support and guidance to students when completing online enrolment information.

    Ensure all information required for external returns is accurate and up to date (e.g. Awarding body returns, HESA returns etc).

    Answer queries from students and staff in relation to information held in the relevant Student Records related systems and awarding body systems.

    Liaise with Faculty Staff to plan and facilitate the enrolment of students. Co-ordinate with Faculty Staff to schedule enrolment of groups of students.

    Prepare all records and required paperwork to facilitate student online and paper enrolment e.g. transfer student application records to enrolment; prepare and print relevant proforma for student information relating to enrolment; email and text reminders to applicants to complete online enrolment.

    Run various standard data checking reports to keep the data up to date for awarding body and external bodies, liaising with Faculty Staff where necessary.

    Liaise with, and support, Faculty Staff in ensuring the course information recorded in the Student Records System is accurate and up to date – making use of awarding body systems to cross check frameworks and ensure accuracy of information required to facilitate certification to students.

    Review Course Information submitted by Faculty Staff to ensure accuracy and consistency of data required to facilitate the various external body and awarding body.

    Answer queries from students and staff in relation to information held in the relevant Student Records related systems and awarding body systems.

    Produce Student ID cards as required.

    Generate relevant Student Fee records to facilitate the invoice process.

    Liaising with faculty staff where required to ensure accuracy of fee information prior to invoicing.

    Assist Finance Staff in the problem-solving of any queries from students relating to fees charged.

    Assist in the preparation of documentation and reports required for the various internal and external audits.

    Maintain student files for students.

    Oversee and monitor the registration process for students.

    Undertake any other clerical work as reasonably requested by the Student Records Officer, Student Records Manager, Assistant Registrar (Student Records), Academic Registrar.

    Adhere to corporate policies in relation to Data Protection/GDPR.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned.


    A strongly developed sense of service delivery and customer/student focused approach.

    Strong administrative skills with proficiency in MS Office applications such as Excel, Word, Outlook Mail.

    Excellent clear and professional communicator both via email and telephone as well as confident in dealing with all levels of staff.

    A can-do attitude with well-developed problem-solving skills.

    Good attention to detail.

    Ability to work well as part of a team.

    Ability to work under pressure and to deadlines.

    The post holder must be flexible, approachable, and helpful with a strong customer service ethic.

    The post holder will use initiative and judgement to resolve matters.

    Ability to handle sensitive and personal information with tact and confidentiality.

    Willingness to work additional hours at peak periods as necessary to get the job done and a willingness to travel between GBS sites as required.


The Administrator (Student Records) will also be expected to demonstrate their commitment:

    to GBS values and regulations, including equal opportunities policy.

    the GBS’s Social, Economic and Environmental responsibilities and minimise environmental impact in the performance of the role and actively contribute to the delivery of GBS’s Environmental Policy.

    to their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus.

In accordance with our Equality & Diversity Policy, we are monitoring job applications to ensure that we provide equal opportunities to any job applicant and make sure that discrimination does not occur because of race, sex, sexual orientation, gender reassignment, religion or belief, marital or civil partnership status, age, disability, or pregnancy and maternity.

So that we can assess the success of this policy, we have set up a system of monitoring all job applications. We would be grateful, therefore, if you would complete this section of your application form.

All information supplied will be treated in confidence and will not be seen by staff directly involved in the appointment. The monitoring form will be stored separately from your CV and Cover Letter and used solely to provide statistics for monitoring purposes.


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