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Job Description
Job title
School / department
Grade
Line manager
Senior Analyst, Student Records and Data
Registry Services, Student Records and Data Team
6
Head of Registry Services
Main purpose of the job
This is a key role to support all data related activities which underpin the student lifecycle within the
University, including data collection, data returns and compliance with audit requirements. The post
holder will:
 In liaison with the MIP Team and the Head of Registry Services, assist with the planning and
undertaking all major HE data collection and returns exercises for new and returning students and
ensure the data collection complies with internal and external deadlines and quality, audit, data
protection and funding requirements.
 Maintain a detailed understanding of the data and information needs and business processes across
the University; initiate and participate in change management and development to meet University
business requirements.
 Support the Further Education (FE) Business Analyst as required with the FE data collection and
returns for new and returning students.
 Undertake projects as approved by the Deputy Vice-Chancellor and the Head of Registry Services.
Whilst on a day today basis he/she may have certain duties allocated to him/her, he/she will be required
in exceptional circumstances to undertake other duties to ensure a full service is maintained across
Registry Services as required. This appointment requires a flexible approach to working hours.
Key areas of responsibility
DATA RETURNS, FUNDING AND AUDITS

In liaison with the Planning and Management Information Team and the Head of Registry
Services, to assist 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.

Develop and maintain robust systems and processes and document procedures to collect student
record data in accordance with existing, and future where published, external funding, audit and
data guidelines.
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
Assist the Student Records and Data Team to ensure that the core HE student record data is
collected and recorded in an accurate, timely and efficient manner to meet the University’s and
relevant external agencies’ criteria.

Provide checking reports to ensure that student record data held on the student records system
meets HE funding requirements and provides full and accurate data compliant with statutory
returns and Audit requirements.

Understand and keep up to date with Higher Education funding methodologies and data
collection and returns requirements and disseminate information and document accordingly.

Assist the FE Business Analyst with the elements of planning and data collection and returns
when required.
KEY OPERATIONAL ASPECTS OF THE STUDENT LIFECYCLE


Develop a detailed understanding of the information needs and business processes of the student
lifecycle and develop and maintain the key UNIT-e components 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 Student Services case notes recording and accommodation links
o Assessments tacking, data entry, matrices and rulesets
o Graduation
o User Accounts
o Student Communications
o Running and writing reports
o SLC and TfL returns
o
Facilitate the efficient and effective operation of University business processes listed above, by
undertaking regular monitoring of data quality, functionality and effectiveness of key student
record components.

In liaison with IT Services, undertake the steps necessary to rectify those issues identified through
performance monitoring of the student record system and those raised by the University
community.

Responsible for the operational performance and related business processes of assigned student
lifecycle components.
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TECHNICAL / SYSTEM SUPPORT, MAINTENANCE AND DEVELOPMENT

Maintain a deep understanding of the University’s curriculum structures and the related data
tasks on the student record system, currently UNIT-e.

Assist the Head of Registry Services and the Student Records and Data Team with the annual
development, production and maintenance of the University student record system and student
record data including fees.

In liaison with IT Services, scope, develop and implement student and staff facing UNIT-e
application development and reports.

Work with IT Services on UNIT-e system upgrade testing at both ‘candidate’ and ‘live’
implementation stages.

Liaison with IT Services regarding key student record data transfers and interfaces and assist with
any related maintenance or development work.

Gain an understanding of the information needs across the University and work with IT Services,
in any change management and development requirements to meet University business needs.

Co-ordinate and interface with internal and external staff such as Consultants,
Analyst/Programmers, Business Analysts, Database Administrators and key IT Services staff
regularly and as required.

Liaison with key academic, administrative and technical staff to capture and specify new
requirements pertaining to key business processes; working with IT Services to document the
required technology solutions, configuration and processes specifications under direction from
the Deputy Vice-Chancellor and the Head of registry Services.

Monitor, control, report and communicate all issues to the Head of Registry Services and key
business leads.

Support the enrolment activities and HE student record management tasks across the Student
Records and Data Team, including the online student record data collection systems.

Gain a detailed 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.
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DATA QUALITY AND DATA ANALYSIS

Ensure that University data held on the student records system meets all funding and compliance
requirements and provides full and accurate data compliant with statutory returns and key
regulatory bodies, for example: HESA, NHS, SLC, QAA, OFSTED, UKVI, etc.

Safeguard student record data in line with the Data Protection Act and University Policies, in
liaison with key stakeholders and the Head of Registry Services, IT Services staff, the University
Secretary and the University Legal Services Team.

Assist with regular and rigorous data cleansing and proactive management of data input by
developing and maintaining data checking and updating reports within the student record system
for the purpose of data submissions to the external funding bodies (HESA, SLC etc.).

Regular monitoring and maintenance of data quality input into the Unit-e system and rectify
where necessary with key stakeholders in line with internal and external audit and regulatory
requirements.

In liaison with the Planning and Management Information Team, Head of Registry Services and
the Student Records and Data Team, 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 FE when requested.

In liaison with the Planning and Management Information Team, Head of Registry Services and
the Student Records and Data Team, to develop and update data collection, checking and
updating reports within the student record system for the purpose of HE data submissions.
PLANNING AND ORGANISATION

In liaison with the Planning and Management Information Team, Head of Registry Services and
the Student Records and Data Team, to produce annual HESA planning calendars and checklists.

In liaison with the Head of Registry Services, 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.
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INTERNAL AND EXTERNAL COMMUNICATION

Work closely with the Head of Registry Services; the Student Records and Data Team; the
Academic Registrar; the Head of Planning and Management Information; the Manager, Student
Data Services and the Business Analyst for Further Education in respect of student record data.

Provide full and accurate documentation and knowledge dissemination training across the
Student Records and Data Team of the University’s student record data collection and returns.

Act as an advisor to committees and liaise with Schools/Colleges and University-Wide
Departments to ensure compliance with data quality and internal and external data recording
deadlines.

Use effective communication skills, both oral and written and deal efficiently, effectively and
tactfully with people at all levels.

Initiate and maintain contact with software providers, statutory agencies and external agencies
on matters relating to UWL’s student records.
LEADERSHIP AND PEOPLE MANAGEMENT

Supervise, coordinate and plan workloads of the Analysts with the Registry Services Management
Team to set targets and objectives to ensure that all deadlines are met and to ensure that the
student lifecycle business processes are not compromised.

Escalate any business critical issues to the Registry Services Management Team

Review of existing data processes in the Registry Services Management Team and to develop,
monitor and implement consistent data collection and processing activities in agreement with
Registry Services Management Team.

Assist the Registry Services Management Team in the recruitment, development and supervision
of staff within the Student Records and Data Team in accordance with UWL policies and
procedures.

Support an effective programme of staff development and knowledge sharing within the Team to
ensure high quality technical skills and administrative competencies.

Hold regular team briefings and feedback meetings and encourage active participation.

In liaison with the Head of Registry Services, provide leadership and support to all University staff
with responsibilities for student data, this includes: providing guidelines on data input and
retrieval, feedback reporting on data issues, regular liaison with data users and inputters to
promote and maintain data integrity and instigating training on new initiatives.
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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 HE 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.
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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 FE data collection, validation and Course File requirements, from enquiries
to admissions, enrolments and completion.

An understanding of the Employer Responsive Return and the Learner Responsive Return.

A high level of proficiency in Microsoft Office products and IT competencies.

A good understanding of SQL database query language.

An understanding of the UNIT-e SharePoint environment.
In addition to the above areas of responsibility the position maybe required to undertake any other
reasonable duties relating to the broad scope of the position.
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Person Specification
Criteria
Qualifications and/or
membership of
professional bodies
Essential
 Educated to degree level or
equivalent.
Desirable
•
Higher degree.
 Evidence of continuous
professional development.
Knowledge and
experience
 An in-depth understanding of
Higher Education regulatory
and funding body requirements.
 Experience of analysing
complex information and
writing reports to inform data
monitoring and decision
making.
 Experience of working with
complex relational databases,
and reporting tools.
 Extensive experience of working
in the Higher Education sector.
 Experience of working in Further
Education or related sector.
 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.
 Experience of team leadership
within higher education.
 Experience of team leadership,
including management of staff
and resources.
 Experience of planning, setting
and achieving clear objectives
and performance goals
 Evidence of experience of
working in a customer focused
environment and delivering
exceptional customer service to
stakeholders
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Specific skills to the
job
 Understanding detailed
business processes and
translating them into technical
specifications
 Adapting to, and understanding
new business functionalities
 Understanding of relational
database concepts as well as
understanding of architectures
and processes
 Business process analysis and
design.
 Knowledge of entity relationship
diagrams and business process
modelling
 Knowledge of any good reporting
tool –e.g. Crystal Report or similar
 Knowledge of HTML and/or C#
programming languages
 Knowledge of SQL database
query language
 Excellent working knowledge of
student records systems gained
in HE or FE sector
 Highly computer literate with
windows based products as
communication and
management tools.
 Ability to prioritise team
workloads effectively,
balancing conflicting
requirements and deadlines to
achieve results and deliverables
within fixed timescales
General skills
 Excellent interpersonal and
communication skills.
 Excellent team working skills,
with the ability to work
collaboratively.
 Excellent organisational and
time management skills and the
ability to plan and prioritise
own work.
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 Excellent data manipulation,
retrieval and analysis skills.
 Ability to show attention to
detail and produce work of high
quality.
 Excellent problem solving
ability and analytical skills.
 Ability and willingness to learn
new systems and skills and
disseminate where
appropriate.
 Self-motivated, with a flexible
approach to work.
Other
 Ability to respect a high level of
confidentiality at all times.
 Ability to lead a team
effectively and to motivate
staff.
 Ability to discover and
introduce more effective ways
of carrying out a task or
process.
 Evidence to support a
commitment to the promotion
of equality and diversity
 Ability to prioritise workloads
effectively, balancing
conflicting deadlines and
achieving results and
deliverables within fixed
timescales.
 Able to use initiative.
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 Commitment to providing
customer focused service.
 Able to think strategically.
 Flexible approach to working
hours.
Disclosure and
Barring Scheme
This post does not require a DBS check
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.
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