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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.