STUDENT RECORDS OFFICER

POST: BS129A

STUDENT RECORDS OFFICER
20 hours a week, term time only 38 weeks a year
£16,605 to £20,256 pro rata, per annum

Closing date: 27th September 2012.
Please note that a provisional interview date has been set for 16th October 2012

We are seeking to appoint an extremely organised and efficient individual to join our Student Records Team. You will work with a dedicated team in providing a service to students when they wish to enrol, taking cash, entering accurate data onto the electronic enrolment system, assisting with the maintenance of student records and completing the associated paperwork and checks. This is a part-time role, term-time only, covering mostly late afternoons/evenings and some Saturday mornings.

The successful candidate will possess excellent data entry skills and have experience of word processing packages along with excellent interpersonal skills and the ability to relate to a wide range of people. It is essential that candidates are self motivated, organised, methodical and have an accurate approach to their work. Some cash handling experience would be desirable.

Details of the person specification and the accountabilities of the post are given below.

PERSON SPECIFICATION

Essential:

• Excellent data entry skills.
• Word processing experience.
• Self motivation.
• Organised, methodical and accurate approach.
• Excellent interpersonal skills, with the ability to relate to a wide range of people.
• Excellent customer care skills.
• Ability to work in a team and on own initiative.
• A commitment to Equality of Opportunity.

Desirable:

• Some cash handling experience.
• Experience of working in an educational institution or in a similar role in an FE College.

ACCOUNTABILITIES

The post-holder will report to the Team Leader for Student Records and will be responsible for:

A. The timely, efficient and accurate input of student, course and financial information on the College databases.

B. The provision of efficient administrative support as directed and close liaison with other internal departments to ensure compliance with audit requirements.

C. Maintenance of the College student records filing system.

D. Complying with College wide policies and procedures

Below is a suggested list of duties that these accountabilities cover. This list is not exhaustive and may vary from time to time in order that the accountabilities may be met. Such changes are a common occurrence and cannot of themselves justify a re-grading of the post.

Accountability A

1. Fast and accurate inputting of data from information provided by students either personally or from coded enrolment forms, including examinations, invoices, requisitions, journals etc.

2. Providing a data input/cashiering service during Student Centre opening hours.

3. Interrogating the database in order to answer queries from the curriculum areas and from College Management using screen forms.

4. Running and distributing standard reports, e.g. course directories, student lists from special purpose in-house programmes.

5. Dealing with telephone queries from students, employers, outside organisations and members of the public and follow up as required.

6. Ensuring that students are enrolled on the correct courses by liaising with Curriculum Areas and the Student Advisor Team to ensure course details are up-to-date on Unit E, College website and course guides.

Accountability B

1. Providing word processing support as required, to cover for periods of sickness/holiday, as directed by the Team Leader for Student Records.

2. Providing administrative assistance as required in purchasing arrangements, including the receipt of goods, processing of orders and invoices.

3. Co-operating and assisting with the development of computerised administrative procedures.

4. Assisting with the training of Curriculum Area Administrators and supervision of their use of College databases.

5. Close liaison with other departments of the College including Registers, Examinations and Finance to ensure all student records are accurate and gain an understanding of consequences for non compliance.

Accountability C

1. Organising and maintaining current year’s student records.
2. Ensuring previous records are archived or destroyed as appropriate.

Accountability D

1. Participate in College probationary review and appraisal processes, agree objectives with the line manager and ensure they are achieved.

2. Comply with the College’s health and safety policy.

3. Work to promote and contribute to the College’s Equal Opportunities Policy.

4. Apply the College’s safeguarding policy and practices.

5. Comply with the College’s procedures in relation to the requirements of the Data Protection Act.

6. Undertake such other duties as may be reasonably required.

GENERAL INFORMATION: TERMS AND CONDITIONS OF EMPLOYMENT

STUDENT RECORDS OFFICER POST: BS129A
20 hours a week, term time only 38 weeks a year
£16,605 to £20,256 pro rata, per annum

Full details of conditions of service will be provided in the contract of employment. For information, a summary of the main conditions is given below.

Exclusivity of Service
Employees must not, without the written consent of the Principal, undertake any employment or engagement which might interfere with the performance of duties at the College or conflict with the interests of the Corporation.

Salary
The salary will be in the range £16,605 to £20,256 pro rata, per annum

Working Hours

The standard working hours are a minimum of 20 per week (term-time only). The hours you will be expected to work will be in agreement with your line manager and may be subject to change. The College normal working week includes Saturday working and it will be necessary to work on a Saturday or in the evenings for which you will be given time off in lieu.

Annual Leave

The post holder will be required to work 38 weeks per year, and will be paid for 43.39 weeks which includes a proportionate element in respect of annual leave and bank holiday entitlement.

Pension Arrangements

All employees automatically become members of the Local Government Pension Scheme unless they decide to opt out. Your contribution rate depends on how much you are paid. The pay bands that apply from 1 April 2012 are:

If your full-time Pay Rate is: You pay a contribution of:

Up to £13500 5.5%
£13501 and up to £15800 5.8%
£15801 and up to £20400 5.9%
£20401 and up to £34000 6.5%
£34001 and up to £45500 6.8%
£45501 and up to £85300 7.2%
More than £85300 7.5%

The pay band ranges will be increased each year in line with the cost of living. City College Brighton and Hove will make a further contribution of 18.5% of the pensionable pay.

Health Clearance

All potential new staff are required to complete a Health Questionnaire and may be asked to attend a medical check.

Probation

All new staff to the College will be subject to a probationary period. The probationary period for this post is 6 months. Appointment to the College will only be confirmed after the satisfactory completion of the probationary period.

The Protection of Children and Vulnerable Adults

The College is committed to safeguarding and promoting the welfare of children and vulnerable adults, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Criminal Records Bureau.

The nature of this post requires the College to undertake a Criminal Records check on the appointed candidate for any convictions which make it undesirable for the candidate to undertake this post. Under the terms of the check you are not entitled to withhold information about convictions which for other purposes are “spent” under the provisions of the rehabilitation of Offenders Act 1974.

For these reasons, if you are shortlisted for this appointment you may be asked to complete a more detailed form for the purposes of the check. Any information you provide at that time will be treated as strictly confidential and will only be considered in relation to this application.

Please note that a conviction, bind-over or caution will not automatically disqualify you from employment, but any failure to disclose is likely to result in your dismissal. By signing the application form, you will be acknowledging that you understand that a criminal records check may be made.

English, Maths and ICT

The College is committed to ensuring that all staff have the necessary GCSE or equivalent in Maths, English and ICT (ECDL or CLAIT). The College is committed to providing support or training where appropriate to assist staff achieve these qualifications.

Smoking Policy

Smoking is not permitted on College premises.

Childcare Vouchers

The College operates a Childcare Voucher scheme for eligible staff. Further information on local childcare can be found on the Childcare Link website www.childcarelink.gov.uk.

Car Parking

There are limited car parking spaces available on College premises for a termly fee. Unfortunately we are unable to guarantee a parking space for all staff.

College Facilities

These are open to College staff and include use of the Library, Refectory, Snack Bar and Staff Common Rooms.

Closing Date

Completed application forms should be returned to Human Resource Management, City College Brighton and Hove, Pelham Street, Brighton, BN1 4FA. Alternatively, you can forward your completed application form to the following email address: jobs@ccb.ac.uk