Job Description

Student Records Administrator

(

Job Number:

25001726

)

Student and Academic Services Directorate
Grade 4: - 24,843 - 26,093 per annum
Open-Ended/Permanent - Full Time

Contracted Hours per Week

:

35

Closing Date

:

28-Jan-2026, 5:59:00 PM

Disclosure and Barring Service Requirement

:

Not Applicable.

The University

At Durham University we are proud of our people. A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting - Durham is a university like no other.

Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally. Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer.


We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here.


Find out more about the benefits of working at the University and what it is like to live and work in the Durham area on our Why Join Us? - Information Page.

The Role and the Department

The Student Records Administrator is based in the Student Records Team in Student Registry and provides a high level of customer service to staff and students, ensuring that information held about students and their programmes of study is accurate and consistent. The role involves responding to enquiries and requests from staff and students and also providing advice and guidance to on student related processes, including enrolment and registration. The quality and accuracy of student record information is extremely important, with trouble-shooting any anomalies or inconsistencies being a key part of the role.

The role also works as part of a cross-office team assisting other teams within Student Registry at times of peak demand including the University examination period and during the production and despatch of student parchments (certificates). The role also provides cover on a rotational basis for face-to-face student enquiries at the Palatine Centre Student Service Advisers desk.

Student Registry is part of the Student and Academic Services Directorate. The directorate provides a professional administrative support service to staff, students and potential students of Durham University.

The Academic Registrar is the head of the directorate and is responsible to the Chief Operating Officer for its management. The following services fall under the remit of the Student and Academic Services Directorate:Academic Registrar's Office Academic Quality Service Student Immigration and Funding Student Recruitment and Admissions Student Registry

All of the services are based on the Mountjoy site in Durham City.




The Student and Academic Services Directorate operate a hybrid working model with the opportunity to split working at home and in the Student Registry office, which is in the Palatine Centre, South Road, Durham.

Working at Durham

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University:

You'll receive 27 days annual leave per year in addition to 8 public holidays and 4 customary days per year - a total of 39 days. The University closes between Christmas and New Year. No matter how you travel to work, we have you covered. We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies. You can access exclusive discounts via our benefits portal including money off at supermarkets, high street retailers, IT products such as Apple, eating out and days out at various attractions. Our on-site nursery is rated Outstanding by Ofsted, and you can access holiday camps for children aged 5-16. We provide wide-ranging health and wellbeing support including discounted membership for our state-of-the-art sport and gym facilities and access to a 24-7 Employee Assistance Programme. We offer all staff the opportunity to take part in volunteering activities to make a difference to the local community. Our family friendly policies, including maternity and adoption leave, are among the most generous in the higher education sector (and likely above and beyond many employers). If you are keen on advancing in your role or career, we have a genuine passion for developing our colleagues from qualifications to IT skills, courses and apprenticeships. We offer generous pension schemes with varying contribution amounts to help you plan for your future.

Discover more about our total rewards and benefits package here.

Durham University is committed to equality diversity, inclusion and values

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.

As a University equality, diversity, and inclusion (EDI) are a key part of the University's Strategy and a central part of everything we do. We also live by our values and our Staff Code of Conduct. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive.


We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities. If you have taken time out of your career, and you feel it relevant, let us know about it in your application. If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.

What you need to demonstrate when you apply

To be considered for this role, here are the skills/experience we're looking for:

Qualifications/Experience

1. Five GCSEs at least Grade C or level four (or equivalent) including English Language and Mathematics or equivalent experience.

2. Experience of working in a busy office environment delivering front line administrative services

3. Experience of managing time to meet deadlines and working under pressure without compromising on quality.

Skills/Abilities/Knowledge

4. Good spoken and written communication skills.


5. Good digital skills including experience in using digital devices and apps including Microsoft 365 apps, email and web based systems.


6. Well developed IT skills, in particular the ability to manipulate data using databases and Microsoft Excel.


7. Committed to continuing professional development.


8. Excellent attention to detail and ability to maintain accuracy whilst working under pressure.


9. Excellent organisational and time management skills to prioritise own work and ability to consistently meet deadlines.


10. Ability to solve problems and resolve straightforward issues yourself and as part of a team.


11. Ability to provide advice and guidance to a range of colleagues and customers.

Desirable Criteria

12. Previous experience of working in education, particularly higher education

13. Previous experience of working with a record management system

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. Where there are desirable criteria we would also urge you to provide any relevant evidence. Please don't forget to check if there is any weighted criteria (see above).


While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.

Submitting your application

We prefer to receive applications online. We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails

What you are required to submit:

A CV A covering letter which details examples of how you meet all of the criteria within the Person Specification

Contact details

If you would like to have a chat or ask any questions about the role, Rachael Graham (rachael.graham@durham.ac.uk) would be happy to speak to you.

Typical Role Requirements

Here are the kind of activities that you'll be asked to undertake and ways in which you'll be expected to operate.

Service Delivery

Show a commitment to equality, diversity and inclusion, and the University's values. Provide an excellent and timely service to our students and departmental contacts Use your experience and problem-solving skills to resolve issues with student records, answer student and staff enquiries and update records to maintain accuracy and consistency of data. Collect, organise and record student, programme and module data and information accurately and provide reports as required. Promote positive wellbeing arrangements which benefit you and your team. When carrying out your role, use and apply University programme regulations and guidelines when managing data. Use standard office-based devices and applications such as Microsoft 365 apps, web based systems and the Banner Student Records System Develop and run Microsoft Access queries to check accuracy and consistency of data, particularly in relation to statutory body requirements such as the Higher Education Statistics Agency (HESA). Update business process guides in line with current or new business processes.

Teamwork

Resolve queries and respond to requests for information and advice, ensuring that all business process documentation is up to date and bringing any complex issues to the attention of more experienced team members for discussion. Help your team organise and provide student-related services that support key activities for example enrolment and registration, exams and assessment and statutory returns and contribute to team planning activities. Help your team ensure that products and services are adapted in response to feedback and to meet changing demands.

Communication/Liaison

Seek feedback from staff and students regarding student records processes and services to manage and meet their expectations. Ensure student records are updated accurately and consistently and full explanations are provided in response and respond to queries which you receive. Liaise with colleagues in academic departments, colleges, Computing and Information Services and other professional support departments to ensure that services are being delivered in an efficient and collaborative way. Provide support for meetings, working groups and committees, such preparing and sending documents for meetings, drafting reports and taking minutes. Any other reasonable duties.



Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices - Durham University which provides information on the collation, storing and use of data.
When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.