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Data Officer / Data Administrator (based on experience) (2 vacancies)

The Academy of Contemporary Music

Location: Guildford
Salary: Not Specified
Hours: Full Time
Contract Type: Permanent
Placed On: 7th August 2018
Expires: 3rd October 2018

Reports to:        Data Registrar 


ACM is seeking to recruit a reliable, data-oriented colleague to ensure the smooth flow of student information through the organisation and to help to link up our systems and processes after a period of growth in student numbers and regulatory requirements. Considerable confidence with spreadsheets will be essential in the short term. Ideally the postholder will either have experience of statutory data returns and Registry work in an HE or FE context, or experience working with database management software as programmer or query designer. You will also need to be reliable general administrator, working in a transparent manner and following through on tasks across all relevant systems and stakeholders in a timely fashion. The wide salary range advertised for this post acknowledges the breadth of starting experience that may be brought to the role, and the scope within the post to contribute in more specialist areas depending on ability.

The Data Officer’s primary duties will be to support ACM’s Student Record System (SRS), especially with Registry operations such as recording, calculation and transfer of grades, and reporting of management information. The postholder will have responsibility for the preparation and visualisation of data for a range of internal and external stakeholders. The post holder will ensure ongoing data compliance with producing reports and management information to inform ACM senior management. The post holder will ensure the completeness and accuracy of the student record and all student information relating to student registration, and will support the Data Registrar in preparing information for statutory returns. This position will ensure that student data collection is timely, comprehensive, and presented in forms appropriate for internal and external reporting purposes.   


  • To coordinate the accurate input and calculation of data/grades and the production of Assessment Board reports.
  • To coordinate the production, results collation and analysis of ACM’s attendance monitoring information including attendance rates by each site, programme and module.
  • To coordinate the production, results collation and analysis of ACM’s student survey framework.
  • To coordinate the production of student progression and achievement data.
  • To produce statistical and graphic reports of NSS, Graduate Outcomes and Performance Indicators.
  • To assist the Data Registrar in the production and submission of statutory data returns, including documenting processes for the completion of statutory data returns for ACM.
  • To assist the Data Registrar in providing advice and training to colleagues, relating to the collection and management of data.
  • To maintain and update the student record in an accurate and timely manner with changes such as interruptions, withdrawals and transfers, including exception checking before Assessment Boards.
  • To process Changes of Circumstances on the Student Loan Company web portal in line with information on ACM’s internal systems.
  • To assist with the enrolment and withdrawal of students from modules of study on the SRS, VLE and timetabling systems as appropriate, including bulk annual setup of new intakes.
  • To assist in the development of management information dashboards to monitor institutional performance.
  • To deal with student records queries and requests on an ad hoc basis.
  • To handle personal data with care and discretion, showing full awareness of relevant legislation and ACM’s responsibilities.
  • To represent ACM at partner institution and external body events as required to maintain understanding of current and future data requirements and developments.
  • To understand ACM’s mission, aim and values and ensure that all communication to staff and students and everyday working practice reflects this.


  • Maintaining and expanding the course and module information stored in the SRS.
  • Carrying out bulk and/or targeted data imports/transformations accurately, exerting judgement as to their appropriateness and likely repercussions.
  • Aiding in the targeting of communications to particular subgroups of students.
  • Creating bespoke queries or documenting data retrieval to enable streamlined, targeted operations among colleagues in other ACM departments.
  • Enhancing the connectivity of ACM’s information architecture: e.g. automating links between the SRS, the VLE and the timetabling system; integrating detailed attendance information by module with the academic record.
  • Redesigning Award Board reporting and other Registry functionality of the SRS.
  • Creating or adjusting scripts, functionality and layout of the SRS. 



  • An undergraduate qualification or relevant professional qualification or continuous training and development in information/data management.
  • Strong IT skills and ability.
  • Excellent organisational skills, ability to prioritise and manage administrative processes and to undertake specific tasks to tight timelines.
  • Advanced user of spreadsheets
  • Excellent oral and written communication skills.


  • Previous experience of administering databases, particularly Filemaker
  • Previous experience of synchronising or connecting systems to enable accurate, streamlined operations
  • Previous experience of completing Higher Education statutory data returns.
  • Previous experience within education administration.                                                                                                                           


  • Excellent communication and interpersonal skills
  • An eye for detail
  • Collaborative team player, working in a transparent manner so that where necessary colleagues can pick up on your work
  • Strong organisational skills
  • Comfortable in a fast-paced environment
  • Ability to work on own initiative, prioritising and managing time effectively
  • Ability to prioritise responsibilities and adapt to change and work under pressure
  • Proven ability to handle data and information in a sensitive and professional way 

This job description reflects the core activities of the post and potential additional activities depending on experience. As the Department and the post-holder develop, there will inevitably be some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. ACM expects that the post-holder will recognise this and will adopt a flexible approach to work.  This could include undertaking relevant training where necessary.  Should significant changes to the job purpose become necessary, the post-holder will be consulted and the changes reflected in a revised job purpose.

Key Performance Indicators 

Key Area

Performance Indicators

Data and Information Management

  • Regular and systematic review of information systems informed by completeness and accuracy of student data through Student Management System and VLE.
  • Timely and accurate reporting and record keeping.
  • Timely and accurate submission of statutory returns.
  • Familiarity with ACM policies and procedures.
  • Successful completion of projects.

Communication and Training

  • Maintain professional and productive relationships with internal stakeholders.
  • Effective promotion of the importance of student record through use of data management systems.
  • Abide by General Data Protection Regulation (GDPR). 

External Liaison

  • Demonstrate ability to keep up to date with changes in data protection and information governance.
  • Promoting excellent student records management to external stakeholders.
  • Effective liaison with partners and external stakeholders.
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