Student Records Administrator

Imperial College London

The Student Records Administrator will work in a busy, customer facing team and give out specialist and bespoke advice to students, staff and all other customers. This exciting and varied role plays a key part in the administration and processing of work within the Student Records & Data Team.

You will be responsible for a number of departments and be their main contact for queries via telephone, email and in person at our Student Hub. You will also be involved with aspects of the Research Degrees team and with the issuing of certificates. A high level of customer service, attention to detail and a flexible approach will ensure this you compliments a successful team.

Imperial College is currently in the process of implementing a new student system so this is an exciting time to join our team based within Registry on the South Kensington campus.

Duties and responsibilities

  • Updating the student record system with, for example, student course transfers, interruptions of studies, address changes, withdrawals, etc. after receipt of appropriate documentation.
  • Producing Council Tax Certificates, Statements of Attendance, Transcripts and College Certificates and Awards
  • Updating milestones for research degree students and liaising with Departments over incomplete milestones.
  • Reporting course transfers, interruptions of studies and withdrawals to external stakeholders.
  • Creating a student record for College staff registering for higher degrees and liaising with HR over appointment details of College staff registered for higher degrees.
  • Updating the progress of research students and staff registered for higher degrees. Checking the financial support of research students proceeding to a fourth or subsequent year of study.
  • Processing supervisor changes for research students.
  • Assisting with the maintenance of an accurate and orderly student filing system including filing of student forms and correspondence.
  • Assisting with the processing of requests for extra time for students with disabilities.
  • Processing results, including quality control to identify anomalies, and ensuring that departments/divisions amend incorrect reporting of results.
  • Dealing with all aspects of examination re-entry.
  • Liaison with research degree examiners regarding their appointment and dispatch of thesis for examination.
  • Responsible for advice to examiners through attendance, where appropriate, at meetings of boards of examiners.
  • Compiling and writing reports on postgraduate matters principally for the Graduate Schools.
  • Assist with the production and dispatch of the College’s degree and Associateship certificates for all degrees.


Essential requirements

  • Meticulous and well-structured administration skills.
  • A high level of accuracy and attention to detail.
  • Excellent customer care skills, including sensitivity to the needs of your customers.
  • Good IT, numeracy and communication skills.
  • Familiarity with record keeping processes.
  • Proven experience at a similar level.
  • Experience of using databases to store, manipulate and retrieve information.
  • Good numeracy skills
  • Ability to think on your feet and to have a flexible approach.
  • Respect for confidentiality, including the integrity and sensitivity of records.
  • Awareness and sensitivity to cultural diversity.
  • Proven experience as a cooperative team member who can also work independently.
  • Committed to completing tasks successfully and to a high standard.


Further information

Fixed term appointment until 31.07.2019.

Information on staff benefits can be found at http://www.imperial.ac.uk,/human-resources/working-at-imperial/benefits 

To apply you will need to complete an online application.

Closing date: 1 May 2018
Anticipated interview date: 18 May 2018

Should you require any further details on the role please contact:Tanya Hunt, Student Records Team Leader – t.hunt@imperial.ac.uk 

Should you have any other queries please contact: recruitment@imperial.ac.uk 

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