Job details


The Registry

Responsible to

Senior Student Records & Awards Officer


Kedleston Road, Derby Campus


£21,007 to £22,627 per annum

Closing date

Sunday 30 January 2022

Contract type


Post type




About the role

Your role will be to support the records & fees management, examinations, assessment and awards service that demonstrates gold standard student and customer service consistently for all our students. Our Student Records & Awards staff display positive attitudes, behaviours and attributes which support excellence, innovation and achievement. As a member of the Student Records & Awards, you will support the overall Student Records and Awards leadership team. You will focus on ensuring that processes are followed in alignment with the student records and awards strategy, procedures and university regulations.

Principal accountabilities

  1. Assess, monitor and manage student records and enquiries effectively, acting as the key contact for students, academics and programme support administrators. Understand the importance and responsibility of the enrolment, attendance, financial, academic and assessment record of each student which drives the student fee charged, funding issued and award given.
  2. Manage enquiries and contact from external stake holders, including but not limited to, Student Loan Company and assist students with their student finance and funding journey.
  3. Manage and maintain accurate student record transactions and data to enable concise reporting for institutional decision-making, strategy development, internal audits and external returns e.g. Student Loans Company, HESA and university league tables. Be proactive and transparent in completing any required investigative and remedial work to maintain accuracy.
  4. Maintain and help evolve further the student-centred culture to support institutional goals for student experience, retention and progression. In doing so, to continually adopt and adjust your approach and methodology to manage conflicting priorities when supporting student needs.
  5. Uphold, understand and guard the student and academic regulations and policies for the institution and the interpretation of them. Hold the same regard for other internal/external policies and procedures.
  6. Work with the Student Records and Awards Officer to implement practice which enhances the student experience and upholds the values of equality and social inclusion.
  7. Ensure that customer service provided to University staff and students is delivered as expected and to a high standard. Assist in establishing service level agreements with internal customers and service providers.
  8. Attend as required and feedback on information received from external meetings, conferences and training.
  9. Support student records and awards presence at all recruitment and conversion events as required e.g. open days, applicant days, outreach events which may be located off-site to provide guidance and information about Tuition Fees, Student Loans and Funding.
  10. Help develop content/information and deliver presentations/talks as required for the purpose of training other teams as part of our governance role at the University and to assist with outreach.
  11. Actively engage and participate in the buddy system in place to enable continuation of service during the absence of colleagues.
  12. Ensure clear, effective and timely communication as appropriate to internal and external stakeholders. Maintain accurate records to enable evidence-based challenge and support.
  13. Using available audits and monitoring processes ensure quality assurance of own work and effective prioritisation to avoid creating bottlenecks and delays. Use initiative to resolve problems and queries relevant to responsibilities.
  14. Engage fully with regular one-to-ones, objective setting and performance review processes. Understanding that these procedures are for individual feedback and development and will need your time and investment.
  15. Help ensure that at all times the student records and awards team act in a responsible, professional manner and comply with General Data Protection Regulations (GDPR) and data security legislation/policy. In doing so, ensure data is extracted, shared, handled and stored appropriately and removed responsibly in accordance to the University’s retention policy.
  16. Attend all training and development opportunities as required to ensure relevancy of practice and compliance.
  17. Provide a good level of technical expertise, support and tactics to benefit effectiveness of operational activity, student experience and compliance. Engage and participate in service projects and provide professional opinion and information as required.
  18. Contribute to and assist with preparing for service events, team meetings, briefings, committees/groups and training.
  19. Assist with delivering a programme of induction and training for new staff to help ensure a deep understanding of relevant procedures, delivery schedule, systems, data/reporting, compliance requirements and technicalities. This includes full participation in mentoring new team members in day to day activities.
  20. Assist with collating information for responses to FOI, Subject Access Requests and informal/formal admissions complaints as expected.
  21. On occasion undertake supervisory responsibilities as required.
  22. Actively engage with and support digital/technological advancement of the service and the team.
  23. Ensure good engagement with staff development opportunities in line with the Registry Workforce development plan.

Person specification

Essential Criteria



Skills, knowledge & abilities

Business requirements


As well as competitive pay scales, we offer generous holiday entitlement. We also offer opportunities for further salary progression based on performance, and the opportunity to join a contributory pension scheme.

Find out more about pay and benefits

How to apply

You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly as this will be our main means of contacting you regarding your application.

If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at

Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.

Important information

Please note that unfortunately, this role will not attract sufficient points to obtain a sponsored Skilled Worker visa under the UK Visas & Immigration points based immigration system; however, applications are welcome from candidates who do not currently have the right to work in the UK, but who would be eligible to obtain a valid visa via another route..

Please consult the Home office website for further information.


Our number one priority is to keep our staff, students and community safe as we continue to work through the pandemic. Upon appointment, full training will be given on the Health and Safety processes we follow.

Find out how we are ensuring the safety of our staff, students and community

Further details

Download Student Records and Awards Advisor job descriptionDownload Student Records and Awards Advisor job description

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Challenging, interesting and constantly changing, the University of Derby is an extraordinary place to learn and an incredibly rewarding place to work.

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