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Senior Registry Officer (Student Records)

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Location: Hybrid working – 3 days a week on campus / 2 days remote.

Benefits: Generous benefits package including 25 days holiday allowance (excl. Bank holidays), group life assurance, group income protection, pension schemes and private healthcare (optional)

Reports to: Deputy Head of Registry (Student Records & Data)

About the University

Northeastern University London offers a vibrant, collegiate community delivering broad and academically rigorous degree programmes, designed to equip graduates with the combination of skills and knowledge that are increasingly desired by organisations, employers and society.

Northeastern University London is part of Northeastern University’s Global Campus Network. Ranked #44 in the USA, Northeastern has campuses in Arlington, Boston, Charlotte, Miami, Oakland, San Jose, and Seattle in the USA, and Toronto and Vancouver in Canada.

About the Role

Registry is responsible for the efficient delivery and management of the student personal and academic record from enrolment through to award, and statutory reporting, and interacting with a wide variety of stakeholders to provide advice and guidance on academic regulations. Registry is committed to the continuous improvement of processes and systems to enhance the student experience.

We are currently seeking a Senior Registry Officer (Student Records) to coordinate and provide operational support for the University’s student records management, data returns and wider Registry functions. Reporting to the Deputy Head of Registry (Student Records & Data), the post holder will support all stages of student administration including; enrolment, student record management, processing of student change in circumstances (programme transfers, break in studies, withdrawals), student course selections, transcripts and data returns (e.g., OfS, HESA and student finance). The role will also support the wider Registry team at peak times of the academic year.

Duties & Responsibilities

  • In collaboration with the Deputy Head of Registry (Student Records & Data) [DHRSR], ensure efficient and effective operations for student records and data returns, providing a high-quality professional service.
  • Carry out a range of student record administration duties with high levels of accuracy across the full academic cycle including, but not limited to, and maintaining individual student records, managing curriculum data within the SRS, collaborating with the Finance Team on student statuses and scholarships, maintaining SLC records.
  • Coordinate the processing of student change in circumstances forms, such as programme transfers, break in studies and withdrawals; updating the student record system to reflect these changes in an accurate and timely manner.
  • Support the DHRSR with the coordination of enrolment and re-enrolment processes, ensuring student records are created and/or rolled forward following the outcome of progression boards and reviewing data to ensure compliance with HESA requirements.
  • With direction from the DHRSR, coordinate data reporting exercises for statutory returns such as HESA, OfS, Student Loans Company and other funding bodies.
  • Coordinate preparations for statutory returns, including HESA Data Futures, and oversee quality checks to ensure data is correctly prepared for export.
  • Produce documentation for students on request, including status letters and transcripts.
  • Manage and respond to queries on student records and data requests, resolving issues/queries independently and escalating where necessary.
  • Liaise with Academic Advising to coordinate the student course selection process and other programme administration tasks, updating student records accordingly and communicating to relevant teams, e.g., assessments, timetabling and learning resources.
  • Line manage relevant supporting roles within the team, including performance management, structure of duties, succession planning and staff training.
  • Collaborate with other professional staff teams on the operational planning of academic programmes and wider Registry processes, including Student Support & Development, Academic Support, Residence Services, Quality and Timetabling.
  • Provide support for the wider Registry team during peak periods (e.g., assessments) to ensure all tasks are carried out and deadlines met.
  • Manage the general Registry mailbox, responding to queries in a timely, clear and empathetic manner, investigating where necessary to resolve issues that may arise.
  • Understand, comply and advise staff and students on University and Registry processes, policies and systems; and proactively contribute to the continuous improvement thereof.

Other Duties

  • Any other duties commensurate with the level of responsibility of this post, for which the post holder has the necessary experience and/or training and as required.
  • Work outside of normal office hours may be required occasionally.
  • Travel may be required.

Person Specification


  • Honours degree or equivalent relevant experience

Essential Criteria

  • Experience of working in Higher Education Registry administration and processes.
  • Demonstrable experience of using student records systems (ideally Quercus) to perform a range of administrative activities and functions across the student lifecycle.
  • Working knowledge of student-based external returns to statutory and regulatory bodies, such as HESA.
  • Experience of data analysis, presenting findings accurately to support effective reporting of information.
  • Proven track record of effective and results driven problem solving and decision-making.
  • Experience of working with students from a range of social, ethnic and cultural backgrounds.
  • Line management experience and planning the workload of others.
  • Experience of developing and advising on complex policies and procedures.
  • Experience of communicating with colleagues at all levels, both internal and external.
  • Experience of working in a fast paced and rapidly developing organisation, with the ability to adapt and respond positively to change.
  • Excellent interpersonal skills, ability to build good working relationships with students, faculty and professional service colleagues.
  • Strong communication skills, with excellent verbal and written English.
  • Able to work with a high level of accuracy and attention to detail.
  • Excellent organisational skills, including the ability to manage multiple tasks, work to tight deadlines, and prioritise workloads effectively.
  • Ability to exercise sound judgement to deal and resolve problems independently, seeking advice where appropriate.
  • Ability to work as part of a team to deliver services and projects.
  • Excellent IT skills.

Application Process

Informal enquiries may be made to the Deputy Head of Registry (Student Records & Data), Ruairí Ó Niocail, via email to [email protected].

However, all formal applications must be made in accordance with the process set out below.

Applications should be made via the Apply button (above) by 23:59 on 14 November 2023. Please reference your application “SRO1023”.

Interviews are expected to commence on the week beginning on the 20th of November 2023.

Please ensure that your application includes a CV and is accompanied by a cover letter that sets out concisely and in ways relevant to this role: (a) your achievements and challenges in the last 12 months and, in your career to date in higher education; (b) how your experience knowledge and skills meet the person specifications ; (d) a statement of your approach to HE administration and data management. Your cover letter should reference the duties and responsibilities and key criteria as outlined above.

Participation in the equal opportunities section is encouraged, but voluntary. Applications are welcome from all sections of the community and will be judged on merit alone. We welcome applications from underrepresented groups. Candidates must be able to demonstrate their eligibility to work in the UK in accordance with the Immigration, Asylum and Nationality Act 2006.

We may be able to provide Visa sponsorship for this position.

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