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Administrative Assistant (References and Archiving)

The post holder works primarily to provide administrative support for reference requests for current and former students.

This also involves providing course details and replacement documentation for alumni students. The post holder also responsibility for recording details of exchange students at the University and at overseas institutions.





Closing date: Thursday 01 Jun 2017

Reference number: REG1701 - 3307

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
Assistant Registrar
Responsible for
Interview date
To be confirmed

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 University. 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, selection of modules, examination timetables, submission of Independent Studies recording of module results, examinations and results, 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, providing information for Student Loans Company and Student Finance England, and for Council Tax exemption 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 programme of study.

Main duties

Main duties

1. To have primary responsibility for provision of all undergraduate references and archiving student files.

2. To officially verify requests for confirmation of study at the University of Worcester. 

3. To administer requests from former student for replacements documents, eg certificates, transcripts and training records.

4. To have primary responsibility in Registry Services for those students on exchange programmes at the University, and also those UW students taking part in exchange programmes overseas.

5. To have primary responsibility for archiving and digitisation of historic records. 

6. To provide administrative support for current student’s disclosure applications to the Disclosure and Barring Service (formerly Criminal Records Bureau), and be able to advise students accordingly. 

7. To represent Registry Services on the University’s Health and Safety Committee. 

8. To assist the Complaints and Appeals officer with Cheating committee planning and outcomes and be able to advise students and staff accordingly. 

9. To assist with the production of assessment information for presentation at Board of Examiners meetings.

10. To service Boards of Examiners meetings of UW and other meetings as required. This will include advising the Board on the relevant regulatory framework. 

11. To assist, when necessary, with the maintenance of both manual and computerised records relating to the students’ personal and academic details, ensuring the information held is accurate, up-to-date and comprehensive.

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

13. To maintain and update relevant information on the Registry Services web site. 

14. 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 and Visit Days.

• To assist on the Firstpoint Enquiry counter at busy times. 

• To undertake administrative work such as the production of internal and external correspondence, 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 of Worcester and externally.

4. Good I.T. skills including use of word processing and excel.

5. Excellent analytical skills and experience of using and maintaining information on a large database.

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

7. Ability to work methodically and to a high level of accuracy.

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

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

Desirable Criteria

• Experience of working within a Higher Education environment.

• 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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