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JOB DESCRIPTION
Job Title: Analyst- Student Records and Data
Grade: 5
Department: Registry Services, Student
Records and Data Team
Location: Mainly based at the Ealing
campus but will be expected to work at all of
the university's campuses
Responsible to: Senior Analyst, Student
Records and Data
SUMMARY OF MAIN PURPOSE OF THE JOB
This is a key role to support key student record business processes and data related activities
within the university, including data collection, returns and compliance with audit requirements.
Whilst on a day today basis the post holder may have certain duties allocated to him/her, the
post holder is required in exceptional circumstances to undertake other duties to ensure a full
service is maintained across Registry Services as required. The post holder will:
 Provide support to staff using the student record system and to assist the Senior Analysts,
Student Records and Data with student and staff facing application development and reports
.
 Assist with all major HE data collection and returns exercises for new and returning students
and in adherence to strict internal and external deadlines and strict quality, audit, data
protection and funding requirements
 Maintain a detailed understanding of the data and information needs and business processes
across the University and to assist the Senior Analysts, Student Records and Data with
change management and developments to meet University business requirements
 Support the Senior Analysts, Student Records and Data with daily operational tasks to
support key student lifecycle business processes
 Support the FE Business Analyst as required with the FE data collection and returns for new
and returning students
 Assist the Senior Analysts, Student Records and Data with projects as approved by the
Deputy Vice-Chancellor and the Head of Registry Services.
This appointment requires a flexible approach to working hours and a willingness to work on
different university sites and other external locations when required.
DUTIES & RESPONSIBILITIES:
DATA RETURNS, FUNDING AND AUDITS

Assist the Senior Analysts, Student Records and Data with the preparation and
submission of student record related higher education funding returns, ensuring timely,
accurate and complete HESES, NHS and HESA submissions (Student, Institution Profile,
KIS, DLHE) through appropriate systems

Assist the Senior Analysts, Student Records and Data with the development and
maintenance of robust systems and processes for data collection and returns

Assist the Senior Analysts, Student Records and Data with the documentation of
procedures to collect student record data in accordance with existing, and future where
published, external funding, audit and data guidelines

Assist the Senior Analysts, Student Records and Data to ensure that the core higher
education student record and curriculum data is collected and recorded in an accurate,
timely and efficient manner to meet the university’s and relevant external agencies’
criteria

Assist the Senior Analysts, Student Records and Data with checking reports to verify that
student record data held on the student records system meets higher education funding
requirements and provides full and accurate data compliant with statutory returns and
audit requirements

Gain an understanding of the current higher education funding methodologies and data
collection and returns requirements and assist the Senior Analysts, Student Records and
Data with the documentation of changes

Assist the further education Business Analyst with the elements of planning and data
collection and returns for further education (ILR) when required.
KEY OPERATIONAL ASPECTS OF THE STUDENT LIFECYCLE

Gain an understanding of the information needs and business processes of the student
lifecycle and support the related daily operational aspects including:
o Curriculum
o Enquiries and the Course Information database
o Admissions and UCAS data transfers
o Enrolments
o UKVI
o Fees and Fee Matrix
o Scholarships, bursaries, the National Scholarship Programme and the Aspire
Scheme
o One Stop Shop case notes recording and accommodation links
o Assessments tacking, data entry, matrices and rulesets
o Graduation
o Student Communications
o Running and writing reports
o SLC and TfL returns
TECHNICAL / SYSTEM SUPPORT, MAINTENANCE AND DEVELOPMENT

Gain a deep understanding of the university’s curriculum structures and the related data
tasks on the student record system, currently UNIT-e

Assist the Senior Analysts, Student Records and Data with the annual development,
production and maintenance of the university student record system and student record
data including fees

Gain an understanding of the information needs across the university; and support the
Senior Analysts, Student Records and Data, in any change management and with the
development of requirements to meet university business needs

Under direction from the Senior Analysts, Student Records and Data, liaise with key IT
Services staff such as Analyst/Programmers, Business Analysts, Database
Administrators

Under direction from the Senior Analysts, Student Records and Data, liaise with staff to
assist with the requirements specifications, business processes and technology solutions
to support the student lifecycle and assist with the documentation of the required
configuration and processes specifications, in liaison with IT Services

Creation and maintenance of UNIT-e User Accounts when required

Assist the Senior Analysts, Student Records and Data with student and staff facing
application development and reports

Assist the Senior Analysts, Student Records and Data with system upgrade testing at
both ‘candidate’ and ‘live’ implementation stages

Gain a deep understanding of the key student record data transfers and interfaces and
assist the Senior Analysts, Student Records and Data in any related maintenance or
development work.

Report and communicate all issues and necessary escalation to the Senior Analysts,
Student Records and Data

Support the enrolment activities and HE student record management tasks across the
Student Records and Data Team

Gain an understanding of SQL database query language

Gain an understanding of the UNIT-e SharePoint environment

Gain an understanding of the UNIT-e MyRegistry and Columbus websites.
DATA QUALITY AND DATA ANALYSIS

Work with the Senior Analysts, Student Records and Data to ensure that university data
held on the student records system meets higher education funding requirements and
provides full and accurate data compliant with statutory returns

Assist the Senior Analysts, Student Records and Data with regular and rigorous data
cleansing

Assist the Senior Analysts, Student Records and Data with proactive management of
data input; and the development and updating of reports relating to data collection for the
purpose of data submissions to the external funding bodies (HESA, SLC etc.)

Assist the Senior Analysts, Student Records and Data with the regular monitoring and
maintenance of data quality input into the UNIT -e system and assist with rectifying data
where necessary in line with internal and external audit and regulatory requirements

In liaison with the Senior Analysts, Student Records and Data, to assist the university in
meeting the institution’s legal and audit requirements by way of other/or new government
returns and data protection in order to avoid negative implications and financial penalties

Ensure that the standard of own work is always maintained at a high level, with strict
attention to detail and accuracy at all times and complies with higher education
requirements and student record database criteria

Assist with data assurance process for further education when requested

In liaison with the Senior Analysts, Student Records and Data, to develop and update
data collection, checking and updating reports within the student record system.
PLANNING AND ORGANISATION

In liaison with the Senior Analysts, Student Records and Data, to produce annual
planning calendars and checklists for key business processes throughout the student
lifecycle

In liaison with the Senior Analysts, Student Records and Data, establish personal
priorities and organise own work and activities, frequently under pressure, to achieve
agreed objectives within strict internal and external deadlines and meet statutory
timescales.
INTERNAL AND EXTERNAL COMMUNICATION

Provide support and training to staff using the student record system.

Work closely with the Senior Analysts, Student Records and Data; the Manager, Student
Data Services and the Business Analyst for further education in respect of student record
data.

Undertake full and accurate documentation and gain a deep understanding of the
university’s student record data collection and returns and their impact on the operational
aspects of the Student Records and Data Team.

Use effective communication skills, both oral and written and deal efficiently, effectively
and tactfully with people at all levels.
UNIVERSITY POLICIES AND PROCEDURES
 Be aware of, and comply with, the Data Protection Act, Freedom of Information Act and
Safeguarding Policy at all times.

Maintain accurate records and files in accordance with all university policies and
procedures.

Contribute to the development and promotion of Student Record and Data services within
the university

Ensure compliance with Health and Safety regulations.

Work within the bounds of the university’s processes, procedures and guidelines.

Participate in the university’s quality assurance process.

Adhere to all of the university’s procedures and policies and Financial Regulations.
SPECIALIST KNOWLEDGE
It is essential that the person appointed has, and is willing to work towards achieving and
maintaining up to date expertise and knowledge in the following areas:

An awareness of university-wide events and the impact on student record data collection
and reporting requirements.

An in-depth understanding of the student record management and tracking system
(currently UNIT-e), by attending training sessions to maintain knowledge and
understanding of the student record system.

An in depth understanding of higher education funding and data collection and returns
processes, procedures, data validation and guidance, this currently includes:
o Higher Education Statistics Agency Returns (HESA) including: Student, Campus
Information, Destination of Leavers from Higher Education (DLHE), DLHE
Longitudinal, Key Information Set (KIS) and Aggregate Offshore.
o Higher Education Funding Council for England (HEFCE) requirements.
o An understanding of the further and higher education enrolments database
requirements.
o HESA related updates and testing of HESA related system upgrades.

An understanding of student record related requirements and operations of the following:
o The university regulatory framework including the Student Handbook and the
Undergraduate and Postgraduate Supplements.
o Student funding/finance, including: Student Finance England (SFA), Student Loan
Company (SLC) National Health Service (NHS) and University Bursaries and
Scholarships.
o Transport for London (TfL) requirements
o UK Visas and Immigration (UKVI) requirements.
o Quality Assurance Agency (QAA) requirements.
o An understanding of the Attendance Monitoring processes.
o An understanding of the further and higher education admissions database
requirements.
o Any new initiatives as they arise.

An understanding of further education data collection, validation and course file
requirements, from enquiries to admissions, enrolments and completion.

An understanding of the further education Individual Learner Record Return.

A high level of proficiency in Microsoft Office products and database competencies. #
Gain an understanding of SQL database query language.

An understanding of SQL database query language.

An understanding of the UNIT-e SharePoint environment.
PERSON SPECIFICATION
CRITERIA
Qualifications:
ESSENTIAL
Educated to degree level or equivalent
DESIRABLE
Postgraduate degree
Evidence of continuous professional
development
Knowledge and
Experience:
Extensive experience of working in the higher or
further education sector
Experience of working in the Higher
Education sector.
Experience of analysing complex information
and writing reports to inform data monitoring and
decision making.
Understanding of student record data
funding returns to HESA
Experience of working with complex relational
databases, and reporting tools.
Knowledge of the UNIT-e student
record and tracking system
Understanding of managing a student
admissions database
An understanding of Data Protection
requirements and confidentiality
issues.
Specific Skills:
Good working knowledge of student records
systems gained in Higher or Further Education
sector
Working knowledge and understanding of
relational database concepts as well as
understanding of architectures and processes
Excellent data manipulation, retrieval and
analysis skills
Excellent organisational and time management
skills and the ability to plan and prioritise own
work
Highly computer literate with windows based
products as communication and management
tools.
Ability to show attention to detail and produce
work of high quality
Adapting to, and understanding new business
functionalities
Knowledge of SQL database query
language
A knowledge of any good reporting
tool –e.g. Crystal Report or similar
Understanding detailed business
processes and translating them into
technical specifications
Business process analysis and
design.
Knowledge of entity relationship
diagrams and business process
modelling
Ability and willingness to learn new systems and
skills and disseminate where appropriate.
General Skills:
Excellent interpersonal and communication
skills.
Ability to work within a team.
Self-motivated, with a flexible approach to work.
Excellent problem solving ability and analytical
skills.
Other:
Ability to respect a high level of confidentiality at
all times.
Ability to prioritise workloads effectively,
balancing conflicting deadlines and achieving
results and deliverables within fixed timescales.
Able to use initiative.
Commitment to providing customer focused
service.
Able to think strategically.
Flexible approach to working hours
A Standard DBS Certificate (to be undertaken
upon appointment)
Essential Criteria are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in
their application that they possess the essential requirements will normally be rejected at the shortlisting stage.
Desirable Criteria are those that would be useful for the post holder to possess and will be considered when more than one applicant
meets the essential requirements.