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Registry Assistant - UOD1635

Job details
Posting date:	14 August 2024
Salary:	£22,681 to £25,138 per year
Hours:	Full time
Closing date:	13 September 2024
Location:	Dundee, Dundee, DD1 4HN
Company:	University of Dundee
Job type:	Permanent
Job reference:	4743_1723625718

Summary

Based in Registry, the purpose of the role is to assist with all aspects of the student record from Matriculation to Graduation.

Main tasks

To assist the Student Records, Fees and Module Assessments Manager across the range of activities associated with the student record, and to provide support to the wider Registry function
To support the Fees Office with generation of modular invoices, notifying SAAS/SLC of change of circumstance and confirmation of attendance
To build a good knowledge of all aspects of the work of the Fees team and support the full range of work at key points in the academic year
To create and update student records on the student management system (SITS) in line with University Policy and those of statutory bodies such as HESA (Higher Education Statistics Agency) and SFC (Student Funding Council)
To process withdrawals, internal student transfers, change of route, writing off students and updating personal information
To matriculate students including scanning and uploading passport and visa documents, where required, in line with UKVI requirements
To process CAS documentation for Visa extension requests
To assist with maintenance of assessments, processing results and degree classifications
To assist with production of confirmation letters
To assist with the production/distribution of student ID cards including scanning and uploading photographs
To process credit card transactions and reconciliation of payments for finance
To ensure that student data records are maintained accurately and to carry out routine checks on data integrity
To be responsible for resolving own data errors and for supporting others in the Registry and beyond in the Schools to resolve issues
To contribute to the on-going development of the Student Records team to ensure an efficient service is provided
To ensure good communication is maintained with students, Schools and staff across the University by liaising with identified School based contacts on a regular basis
To support the administration of matriculation including production of leaflets, assisting with setting up of equipment/layout of venue at various points throughout the year
To provide staff cover in the Enquiry Centre

To respond promptly to enquiries and data changes requested either by email, telephone or in person from the Schools or other areas of Professional Services
To liaise with Enquiry Centre staff and students on the full range of Registry queries and take appropriate action to respond to questions
To answer phone, email and face-to-face enquiries, whether this be from students, staff, external agencies (such as Council Tax, Police, Funding Agencies) on behalf of Registry taking the initiative to resolve issues or questions
To support the Registry team in the full range of activities, under the direction of the appropriate Manager. These activities include Assessments, Examinations, Matriculation, Graduation, Immigration Compliance, Central Timetabling and Data management
Provide a general level of service and support across the team of managers in Registry, as required.

Other

Undertake other duties at the request of the Student Records, Fees and Module Assessments Manager and Director of Registry.

Person Specification Knowledge/qualifications:

Good level of education or equivalent relevant experience

Skills:

Good working knowledge and understanding of the SITS student records system

Essential:

Ability to process complex information quickly and accurately and the ability to make reasoned decisions
Ability to work on own initiative with minimal supervision
Ability to work as part of a team
Willingness to support the workload across Registry functions
Ability to work additional hours at certain times of the year in response to workload demand
Function well under pressure and meet deadlines
Flexible approach to work
Ability to communicate effectively on complex issues to staff and students (telephone, email and face-to-face) in a professional and courteous manner
High level of accuracy and attention to detail
Familiarity with records systems and databases
Willingness to learn new skills/ adapt to new technologies
Understanding of obligations under Data Protection legislation
Confidentiality and trustworthiness