Senior Records Officer (Taught)

Registry Services

London, Waterloo Campus


  • Posted on: 16th Feb 2021
  • Salary: £32,676 - £37,297 per annum, including London Weighting Allowance
  • REF: 016285
  • Closes: 08th March 2021
  • Contract Type: Permanent
  • Hours: Full Time

Job Description

Registry Services at King’s College London are responsible for providing support to Staff and Students across Academic Faculties in King’s College London.

We are looking to recruit two proactive Senior Records Officers who can deliver professional and efficient administrative support to the teams in Registry Services. The successful candidates will be well-organised, a good communicator, have administration experience and possess excellent IT skills. These are exciting roles for those who would like to expand their experience in data management and developing data queries.

These are Central Service roles. At King’s College London we aim to provide students with an amazing experience in Higher Education. The role of Registry Services is to support the Programme Administration activities ensuring the student journey is seamless.

When applying, in the “Upload supporting documents” section, please ensure that you attach a personal statement to demonstrate why you are suitable for the role based on the Skills, Knowledge and Experience requirements.

These posts will be offered on indefinite contracts.

These are full-time posts.

Key responsibilities

Supporting the Change of Registration process for Undergraduate and Postgraduate programmes.

  • Notification of change in fee liabilities to Student Funding Office caused by Changes to Registrations or external study.
  • Communication with the Visa Support & Compliance team over Tier 4 Changes to Registrations.
  • Review and reporting of student registration data quality (e.g. correct expected end dates).

To assist in the management of the generic email account used by the Taught Teams in Registry Services. Supporting the Module registration processes for Undergraduate and Postgraduate programmes.

  • Module Diet creation and maintenance.
  • Module registration amendments.
  • Module Scheduling within SITS SMS >SMO > SMR.
  • Overall module credit total reporting.

Fee/Sponsor Maintenance

  • Fee queries with students, departments and Credit Control on outstanding debts, tuition fee liabilities due to changes in registration.
  • Ongoing fee status checks and reviews for non-standard fee statuses such as SH and SO, including fee status calculations for returning students.
  • Responsible for the creation and maintenance of student sponsorship records

Playing a full part in the annual enrolment activity.

  • Supporting Welcome to Kings.
  • Managing the student re-enrolment process.
  • Registration of students returning from interruption, including Fee Allocations.
  • Registration of Intercollegiate Students.
  • Registration of mid-session starters, including Fee Allocations.
  • Follow up activity and reporting of provisional or non-engaging students (B4).
  • Closure of dormant or non-returning student records (B4).

To follow procedures accurately and consistently, whilst maintaining confidentiality with regards to personal information at all times.Preparation of student records for Re-enrolment following Academic Boards.Develop an expert knowledge of SITS (Student Records Management System) and other related systems eg Insight reportingAd hoc reporting of student registration information on requestTo be one of Registry Services point of contact, regarding Records business, for Administrative and Academic staffAssist in the briefing of Professional Service staff in preparation of critical business

The above list of responsibilities may not be exhaustive, and the post holder will be required to undertake such tasks and responsibilities as may reasonably be expected within the scope and grading of the post.

Skills, knowledge, and experience

Essential criteria

  • Experience of working in Higher Education with knowledge of the student management system SITS
  • Knowledge of policies and procedures and their application in a Higher Education context
  • Ability to work collaboratively to high professional standards with integrity, honesty and confidentiality
  • Problem solving skills
  • Excellent written and oral communication skills
  • Excellent Attention to Detail
  • Excellent numerical skills
  • Excellent time management skills, in order to handle a large volume of work with tight deadlines
  • Knowledge of policies and procedures and their application in a Higher Education context
  • Good experience of working with Microsoft Office packages (Word, Excel, Access)
  • Experience of anticipating problems and applying proactive and innovative approaches to resolve issues
  • To be incisive and apply a mental agility, resourcefulness and judgement
  • Ability to comprehend complex issues quickly

Desirable criteria

  • Degree level or equivalent qualification
  • Clear understanding of GDPR

Further information

The purpose of the roles is

  • To provide efficient and effective administrative support to the teams in Registry Services by delivering a comprehensive, professional and student-centred service of excellent quality to students across the academic faculties of King’s College London.
  • Collaborating with colleagues in the academic faculties to keep up to date and accurate student records in SITS (Student Records Management System). As a member of Registry Services you will also be a member of the Programme Administration (PAN) network.
  • To administer the remit of the Taught Records Team, delivering a high quality comprehensive and professional assessment service to taught students and staff, including:
  • To work in collaboration with the professional services and academic staff offering guidance on processes, procedures and the regulations of the university.
  • To be a key member of the Directorate and also of the broader university professional services. The job holder is expected to positively engage with and seek opportunities to enhance the student experience.

Interviews will be held using Microsoft Teams and will consist of competency based questions as part of a panel interview and an assessment (which will be sent to interviewees in advance).

Interviews are scheduled to take place during the week of 22nd – 26th March 2021.

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