Student Data Assistant Newcastle 2023

The primary focus of the role is to maintain individual student records on the University’s corporate databases, to ensure accurate representation of complex records, assuming an ‘expert user’ role and developing specialist knowledge of the systems and relevant procedures to be able to support colleagues across the University.

The role

You will be required as part of a team to proactively assist the Student Data Managers with the co-ordination and management of student data held on the University’s corporate databases (primarily SAP), including key data collection exercises and reports. In addition, you will use detailed knowledge of an in-house web-based system (NESS) to support teaching and academic administration functions including assessment to provide support for users of the system.

Full training will be offered to ensure that the successful candidate is equipped with the necessary knowledge and skills to carry out this role.

Key Accountabilities

• Play a key role in the organisation of registration and related activities, to ensure that all new and returning students are registered efficiently and on time, including liaison with services and academic units across the University
• Support colleagues towards the resolution of database queries in a professional and timely manner, e.g. prompt anomalous record resolution prior to Boards of Examiners, correcting erroneous action by standard users
• Train, advise and support school administrative colleagues in data maintenance procedures, to ensure a high level of data quality is maintained, developing user documentation as required
• Investigate and correct student data errors to achieve a high level of data accuracy
• Produce accurate returns by the published deadlines to external customers e.g. the Student Loan Company, local councils and the Home Office
• Play a key role in ensuring accurate student data updates to and from the Home Office UK Visas and Immigration (UKVI) system and University systems
• Proactively support internal University procedures and systems regarding student attendance and engagement monitoring, that also ensures compliance with UKVI requirements, including reconciliation of detailed data
• Produce periodic management reports and statistics on student activity / registrations, that are timely, accurate and meet University needs to monitor and manage performance
• Undertake system testing and investigations as necessary, in order to ensure that Business Analysts and others are provided with clear specifications for requirements for student administration
• Manage confidential and sensitive material with integrity and discretion
• Ensure that personal enquiries from students or colleagues are handled in an efficient and helpful manner
• Help members of the Student Progress Service with a range of work, as necessary e.g. : congregations and other annual exercises, including the annual updating of the Student Progress Websites

Knowledge, skills and experience

• An understanding and experience of the main activities within the student life-cycle (admission, registration, examination, progression and graduation)
• Knowledge of the University Regulations or those of another Higher Education Institution
• Experience of Database structures, especially those relating to student data
• Excellent IT skills, particularly in manipulating large datasets in spreadsheets and databases
• An analytical approach to work
• Well-developed organisational skills
• Excellent communication skills, both written and oral
• Self-confidence in advising students and senior colleagues on matters of procedure
• Ability to review issues and follow-up to resolve trends or concerns
• Ability to work in a confidential and discreet manner
• Ability to work accurately with meticulous attention to detail
• Ability to cope under pressure, manage diverse priorities and meet deadlines
• Ability to work effectively within a team and relate well to others
• Ability to use initiative and an active approach to problem solving
• Experience of Customer Service work, with skills in dealing with people who may be sensitive, upset etc
• Well-developed organisational skills
• Experience of working in a team and developing effective working relationships

Desirable

• Experience of student administration processes within a University
• Experience of business process analysis and system development
• Experience of SAP database
• An understanding of Data Protection issues
• Works in a planned and structured way to use their own time and others within the team effectively. Sets own priorities in conjunction with the team and task objectives
• Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued
• Sorts things out, trying to solve problems by using initiative and looking for ways to overcome obstacles
• Using clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two way communication process

Qualifications

• Educated to GCE ‘A’ or equivalent
• A first Degree or other work related qualifications or significant experience in a similar post