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Administrative Assistant

To provide administrative support within the Student Records Section of the Registry Services Department with particular responsibility for courses within Worcester Business School and the Institutes of Humanities & Creative Arts and Science & the Environment. This post is within a team of four members of staff which deals with maintaining the records of all undergraduate and postgraduate students and courses within those Institutes



Closing date: Sunday 11 Jun 2017

Reference number: REG1702 - 3308

Job details

Job details

Band 4 £18,411 - £20,624 a year, with opportunity to progress to £21,843 a year
Full time, 37 hours a week
As soon as possible
Responsible to
Team Leader
Responsible for
Interview date
Interviews to be held w/c 26 June 2017

Registry Services

For more information about the department visit the Registry Services website.



Registry Services is the central academic and administrative support department of the College. It has five main sections:

• Recruitment and Admissions deals with applications for full and part-time undergraduate and postgraduate degree courses, HNDs, nursing and teaching qualifications It is also first point of contact for queries about courses at the university and gives advice to potential students on a number of issues including how to make an application to the university, entry requirements, Open Days and Visit Days.

• Student Records maintains students' personal and academic details and deals with all matters relating to student progression and includes: Registration and enrolment, production of timetables, including examination timetables, submission of Independent Studies and proposals, recording of module results, examinations and pass-lists, production of transcripts, award certificates, and Awards Ceremonies, procedures for the suspension of study, transferring to another course, transferring to another institution, withdrawing from the university and changing mode of attendance, maintenance of student details, status and progression, allocation of personal tutors, processing of student loans, and Council Tax exemption forms and responding to reference requests.

• Data Management Unit deals with enhancing data records and developing systems to underpin this work and provide for the information requirements for the university and external organisations.

• Appeals & Complaints deals with student complaints, student appeals and claims for mitigating circumstances.

• Programme Advice and guidance provides assistance to students in the planning and registration of modules that make up a programmes of study.

• Timetabling deals with the planning, coordination and publication of the University teaching timetable and the operation of the University’s adhoc room bookings.

Main duties

Main duties

1. To act as the principal contact within Student Records for a number of academic institutes.

2. To maintain both manual and computerised records relating to the above students’ personal and academic details, ensuring the information held is accurate, up-to-date and comprehensive. 

3 To register students and amend details where required including following the necessary procedures for the withdrawal, transfer and intercalation of students. 

4. To maintain module information on the student records system for courses to enable students to make their module selections correctly. 

5. To ensure that module results are recorded on the database. 

6. To produce assessment information for presentation at Board of Examiners meetings. 

7. To service Board of Examiners meetings within a specified area of the University and other meetings as required. This will include advising the Board on the relevant regulatory framework. 

8. To finalise the records on completing students and manage archive material. 

9. To respond to individual transcript requests. 

10. To assist with the administration for the submission of Independent Studies.

11. To be able to produce basic reports from the student records system using the appropriate reporting tool. 

12.To update relevant Student Records information on the Registry Services web-page. 

13. To attend to enquiries made in person, by phone, email and in writing as a first point of contact for the Registry. 

General Tasks: 

• To assist with Registry Services events such as Registration, Clearing, Examinations, Open Days and Award Ceremonies. 

• To assist on the Registry Services enquiry counter. 

• To undertake administrative work such as the production of internal and external correspondence, emails, reports and other related work within the section as appropriate. 

• To liaise with other departments within the University such as the Finance office. 

• To undertake other such duties that may be required from time to time as commensurate with the grade of the post. 

*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training. 

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students. 

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.

Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria  

1. Education to A-Level or equivalent standard.

2. Excellent communication skills both verbal and written.

3. Effective interpersonal skills, including tact, diplomacy and sensitivity to facilitate working with a wide range of people both from within the University and externally.

4. Good I.T. skills including word processing, together with accuracy and attention to detail.

5. Experience of maintaining and manipulating information on a large database.

6. Excellent organisational skills and the ability to prioritise workload in order to work under pressure and to deadlines.

7. To be a flexible and adaptable team player and to also be able to work autonomously.

8. Able to handle information of a confidential nature in accordance with current Data Protection legislation.

Desirable Criteria 

1. Experience of working within a Higher Education environment.

2. A degree or equivalent qualification.

Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at .

Visit  for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.

This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.

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