Please note, this vacancy is open to current University of Glasgow employees only 

Job Purpose

The Student Records Administrator plays a key role in supporting the effective administration and maintenance of student records across the full student lifecycle, from registration to course completion. You will ensure data accuracy, provide responsive support to students and staff, and contribute to the smooth delivery of core academic and administrative processes.

The role requires strong attention to detail, effective communication, and collaboration with colleagues.   The post-holder will also support process improvements, contribute to service development, and train colleagues in new and existing procedures to ensure consistent, high-quality service delivery.

Main Duties and Responsibilities

1. Deliver day-to-day Student Records services by ensuring the accurate and timely processing, updating, and maintenance of student records throughout the academic cycle and supporting registration, enrolment, course changes, and completion activities.

2. Serve as the primary point of contact for student records enquiries, providing prompt and helpful advice to students and colleagues.

3. Perform large-scale data processing tasks during key periods such as registration and enrolment, ensuring communications are accurate and students are effectively onboarded to their programmes.    Support assessment and credit awarding tasks in collaboration with course owners and manage withdrawals and deferrals.

4. Provide clear, consistent guidance and support on procedures and quality standards related to student records, including registration, enrolment, and course management.

5. Use MyCampus and other systems to generate reports, track data trends, and support evidence-based decision-making. Ensure data outputs meet compliance and reporting standards.

6. Review and validate student data, resolving any discrepancies and ensuring the accuracy of records and compliance with policies, procedures and quality standards. Make use of MyCampus to identify and resolve any issues or anomalies in collaboration with other services.

7. Work closely with colleagues in Services, Schools, and Colleges to solve problems and support the delivery of joined-up student services and ensure consistent practices.

8. Develop, update, and maintain user guides, FAQs, and standard operating procedures.  Train and support colleagues in both new and existing processes to promote consistency and efficiency in service delivery.

9. Participate in reviews, feedback gathering, and process improvement initiatives to enhance the efficiency, responsiveness of the records service

10. Undertake additional tasks as required, including training, development activities, and support for projects or peak workload periods.

Knowledge, Qualifications, Skills, and Experience

Knowledge/Qualifications

Essential:

A1 Scottish Credit and Qualification Framework level 7 (Scottish Vocational Qualification level 3, Higher National Diploma) or equivalent, and experience of personal development in a similar role.

Desirable:

B1 Knowledge of data management or record keeping in an academic setting.

B2 Knowledge of databases or student records systems.

Skills 

Essential:

C1 Strong organisational and time management skills to prioritise work and meet deadlines.

C2 Strong communication skills.

C3 Strong teamworking skills - Ability to work effectively with colleagues, sharing knowledge and contributing to joint goals.

C4 Strong customer service skills.

C5 Strong IT and data processing skills.

C6 Good problem-solving and analytical skills - Ability to identify data discrepancies or service issues and work independently or collaboratively to resolve them.

C7 Excellent attention to detail to ensure accuracy and integrity in student records processes.

C8 Adaptability and Flexibility - Comfortable working in a fast-paced environment, responding to changing priorities, and supporting different service areas as required.

Desirable:

D1 Familiarity with virtual learning environments.

D2 Familiarity with helpdesk systems.

Experience  Essential:

E1 Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar role.

E2 Experience of data processing or of working with data, databases, or CRM systems.

E3 Experience of successful partnership working across a large and complex organisation.

E4 Experience in a customer service role.

E5 Experience for handling enquiries through a helpdesk.

Desirable:

F1 Experience using MyCampus.

F2 Course administration experience.

Terms and Conditions

Salary will be Grade 5, £27,319 - £31,236 per annum.

This post is full time and fixed term for up to 12 months from start date

Closing date: 23:45 22nd September 2025

Please Note: The University would consider a secondment opportunity for this post. Applicants should seek clearance for release for secondment from their employers / line manager before making a formal application. 

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.