Student Records Officer – £15.28ph plus Hol Pay – Hybrid

  • Job Reference: 00000184-1
  • Date Posted: 25 August 2021
  • Recruiter: Gray & Associates
  • Location: London
  • Salary: £15.32 Per Hour
  • Sector: Higher Education & Charity
  • Job Type: Temporary
  • Contact: Leanne Sangster
  • Email:

Job Description

Student Records Officer – £15.28ph plus Hol Pay – Hybrid

Start 7th September 2021 for three months initially


* This role will be office based for two days per week and remote for the remainder of the week *


We are recruiting for an experienced Student Records Officer to join one of London’s leading Universities. If you have previous experience gained within a student records department and have SITS experience, we want to hear from you!



  • Set up and maintenance of Curriculum data in Portico working to ensure they reflect the current curriculum, ensuring regulations are reflected appropriately and accurately.
  • Set up and maintenance of programme and module records in Portico, including; creating new programme records, maintenance of Programme Diets and provide advice on structures of programmes and modules so that these can operate in line with the regulations
  • To maintain all aspects of student record keeping from enrolment to award, including module selection, assessment marks processing, progression and award for undergraduate and postgraduate programmes
  • To work collaboratively and positively with contacts in other professional services, academic departments and faculties
  • To ensure effective communication of the impact of changes to processes carried out in Portico
  • To assist with the delivery of training, development workshops and briefing opportunities for staff involved in the record keeping process and contributing proactively for the formation and operation of a community of practice on record creation and maintenance
  • To process and resolve enquiries from current and former students, academic and professional staff
  • To assist with the pre-enrolment, enrolment and progression of student related tasks
  • To assist in the set up and maintenance of records for the administration of intercollegiate matters
  • Maintenance of student records in the processing for interruptions, withdrawals, deferrals, programme transfers, suspension of regulation and other related tasks
  • Responding to module selection queries, and the processing of examination entries, re-entries, examination marks, awards, and other related tasks
  • To undertake entry, amendment and monitoring of data and completion of exception reporting to ensure accurate student records
  • To work as part of a team in the administration of the results and awards process and the publication of results to students including the production of official documentation, certificates and transcripts
  • To participate in the testing of new functionality and of scheduled upgrades in Portico and the central SITS database, to complete test logs and report any test failures
  • To assist with the design and production of reports and standard letters, both section-driven and user-specified, for staff and students
  • To devise and run regular reports and correspondence from the SITS database to monitor data and to remind students and staff of regulatory deadlines
  • To be part of a team supporting examinations
  • To review and verify Transport for London 18+ oyster card applications for eligible students
  • To make suggestions and assist in the implementation of process improvement where required and brief relevant staff in support of the change to the administrative process in conjunction with the Senior Student Records Officer
  • To receive issues and resolve problems following procedures or guidelines using judgement where necessary to achieve the optimum solution
  • To understand immigration legislation in relation to students and apply it to specific student cases, especially relating to student record updates and enrolment, referring potential problems to more senior staff as necessary
  • To understand and comply on GDPR legislation when handling student records and data
  • To ensure effective communication with line manager regarding work in progress, implementation of developments and emerging trends or issues



  • Expert knowledge of the SITS student information system (or other equivalent student database system) from a user perspective and of the data configuration of the system around curriculum, student record keeping and use of the records system in a large multi-faculty university
  • Expert knowledge of SITS student information system in the setting up and maintenance of records for curricula and student life cycle
  • Expert knowledge of the operation of the student record keeping lifecycle and interdependencies within it within a Higher Education Setting
  • Experience of immigration legislation as it applies to students
  • Experience of working in an academic environment
  • Excellent written and spoken communication skills
  • The ability to manipulate and interpret large, often complex, sets of data
  • Ability to use Microsoft Office software
  • Ability to use Drupal to maintain webpages (desirable)
  • Ability to prioritise tasks and organise work effectively to meet deadlines
  • Ability to pro-actively identify problems as they arise, and solve them with minimal supervision
  • Ability to suggest organisation improvement without being prompted to do so
  • Ability to work effectively, both in person and via telephone/email, with a wide range of staff and external contacts
  • Ability to use Microsoft Access to join tables, write simple queries and produce reports
  • Experience of using the SITS software standard letters facility to generate letters and reports
  • Committed to the well-being of students
  • Excellent interpersonal skills with a tactful and diplomatic approach to both written and verbal communication.
  • Meticulous and organised approach to work with a high standard of accuracy
  • Tactful and diplomatic, with a regard for confidentiality
  • Flexible and adaptable in responding to urgent or unexpected demands



Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest.

Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.