Student Records Officer

London, United Kingdom
23 May 2019
End of advertisement period
05 Jun 2019
Contract Type
Full Time

Location: London Liverpool Street
Closing date: 05/06/2019
Salary: £25,000
Employment type: Permanent
Department: Operations - Registry & Scheduling - Student Records & Advice

Role Purpose

The Student Records Officer is responsible for assisting the Deputy Head of Registry (Records & Funding) in assuring the validity of offers of admission, administering the registration of students, reviewing student attendance and progression as well as maintaining students’ records from acceptance of offer to conferment of award.  The role requires the post holder to assist with the planning and organisation of registration events which will involve face to face interaction with students in order to check matriculation documents. They will also work closely with student advisers, personal tutors and other internal stakeholders to assist in the resolution of student queries. 

Key Duties

The Student Records Officer is responsible for:

Validation Pre-Registration

  • Auditing the validity of the offers made by the Admissions Department to prospective students;
  • Liaising with the Admissions Department on the academic criteria on which offers of admission are based;
  • Reporting to the Deputy Head of Registry (Records & Funding) any departure from agreed criteria in the offer of admission.
  • Communicating key matriculation requirements to staff and students
  • The proactive management of the matriculation process, ensuring all necessary documentation is produced within deadlines to meet the requirements of the programme, Home Office and validating bodies and reporting to the Deputy Head of Registry (Records & Funding) any discrepancies in matriculation information

Accreditation of Prior Learning

  • Liaising with Admissions and academic staff to facilitate and lead the processes supporting the accreditation of prior certificated and experiential learning;
  • Establishing common criteria for standard approaches to accreditation of prior learning.

The Registration Process

  • Assisting in organising the student registration process at University  sites and allocating/planning the resources required to facilitate the registration process
  • Confirming the identity of each student
  • Identifying and outstanding documentation requirements and validating them where possible

Maintaining the student record

  • Monitoring and processing changes to the student record from staff, faculty and other departments within the University.
  • Maintaining an accurate, central record of information relating to students including personal details, attendance, identification and qualifications documentation, correspondence etc and any changes to registration details.

Attendance and Progress

  • The accurate monitoring, management and reporting of interruptions of study, transfers, suspensions and withdrawals
  • The monitoring and reporting of student attendance to the relevant Deans of School and Directors of Programmes and external bodies, including the UKBA, BSB, Student Finance England etc
  • The re-registering students progressing from one year/section of their course to another
  • The monitoring of student module choices and the creation of student groups on the Student Records Database.


  • Reporting on student data including registration, organisational membership, student cohort make-up, progression etc to Heads of Departments, senior management, HESA, Student Finance England, UKBA, OfS and other professional bodies.
  • Creating and developing basic reports, using appropriate end user tools;
  • Attendance monitoring
  • The development of reports in conjunction with the Management Information Officer

Other duties and responsibilities

  • To assist with setting up and maintenance of the new student information system
  • Managing programme specific variations to standard processes
  • Complying with the GDPR
  • Proactively and independently developing a detailed knowledge of BPP’s regulatory framework, programmes and courses
  • Undertake any other reasonable duties as required commensurate with the grade of the position.

Skills, knowledge, experience required for role:


  • Knowledge of the Higher Education Sector
  • Excellent attention to detail
  • Administrative experience, preferably in the education sector
  • Advanced knowledge of Microsoft Outlook, Word and Excel
  • Problem-solving skills
  • Strong organisational skills with the ability to successfully multi-task
  • Ability to work effectively under pressure
  • Proactive, with the ability to work within a team
  • Self-motivated with an ability to thrive under pressure
  • Customer-focused with the ability to communicate at all levels with internal and external stakeholders
  • Good track record of GDPR compliance


  • Ideally the candidate will be educated to a degree level – however applications from candidates with appropriate and relevant work experience or other equivalent qualifications will also be considered
  • Knowledge of Tier 4 immigration legislation with regards to enrolment and attendance
  • Knowledge of Banner or a similar student information system
  • Experience of working with a recognised Student Records Database
  • Experience of working with/adapting to change

Student Records Officer - London