Job title:Senior Records Officer

Reports to:Deputy School Administration Manager

Department:School of Education

Location:Falmer

Grade:5

Post number:EE5039

Purpose of the role

To be responsible for the co-ordination and administration of CAMS and other records of students’ academic progress within the School of Education. To work alongside the Deputy School Administration Manager (Academic Portfolio) to co-ordinate and support the Examination Board process within the School of Education. To support the development of appropriate School of Education record systems in liaison with the Deputy School Administration Manager (Academic Portfolio), Deputy School Administration Manager (Systems, Information and Development) and School Administration Manager. To supervise the Initial Teacher Education (ITE) programme administration staff and work as part of a wider team of administrative staff supporting and developing the full range of work in the School of Education.

Line management responsibility for: Not applicable

Main areas of responsibility:

  • To act as the School of Education contact for CAMS administration, which includes liaison with central departments such as Academic Services and administrative computing, and ensuring a coherent programme of CAMS training is undertaken by other members of the administrative team as appropriate;
  • To maintain and develop all CAMS records relating to Initial Teacher Education student module registration, progress and assessment to ensure these are at all times accurate and up to date;
  • To induct and supervise Programme Assistants to allow them to make use of CAMS to advise students on course structures, module registration, options etc.; producing training materials and providing ongoing training as required;
  • To oversee the dissemination of Learning Support Plans to appropriate members of staff, accurately tracking and monitoring sensitive data;
  • To assist the Deputy School Administration Manager (Academic Portfolio)with the co-ordination, management and servicing of Area and Course examination boards by ensuring that marks are collected by appropriate deadlines, entered accurately onto the system to allow assessment, award and progression information to be prepared correctly in time to meet Examination Board deadlines;
  • To assist with the co-ordination of arrangements for assessment processes, including assessment records, preparation of pass lists and letters arising from AEBs and CEBs, and provision of information for awards ceremonies including consultation with Academic Services;
  • To support the design, creation, development and implementation of systems and procedures for the efficient capture of student and staff data to be used for a variety of administrative functions;
  • To support the Deputy School Administration Manager (Academic Portfolio), Deputy School Administration Manager (Systems, Information and Development) in developing and maintaining other management information systems within the school;
  • To supervise the team of ITE programme administrators and administrative assistant(s) in the delivery of effective and efficient support for the school’s ITE programmes;
  • To deputise for other members of the administrative team, in particular to provide cover for the Deputy School Administration Manager (Academic Portfolio) where necessary.

General responsibilities

These are standard to all University of Brighton job descriptions.

  • To undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser grade.
  • To adhere to the University’s Equality and Diversity Policy in all activities, and to actively promote equality of opportunity wherever possible.
  • To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act.
  • To work in accordance with the Data Protection Act.

The person specification focuses on the knowledge, qualifications, experience and skills (both general and technical) required to undertake the role effectively. Please ensure that your application demonstrates how you meet the essential criteria. You will be assessed by your completed application form (A), at interview (I) and in some instances through an exercise (E).

Essential criteria / A, I, E
Knowledge /
  • extensive experience of advanced use of a student records database (e.g. SITS) particularly for the management of student assessment records;
  • extensive knowledge of administrative systems, demonstrated ability to devise and implement systems and procedures;
  • expert in the use of database, word processing and spreadsheet packages;
  • fast, accurate keyboard skills with attention to detail.
/ A, I, E
Communication /
  • highly developed inter-personal skills;
  • understands the information needs of others;
  • is able to communicate information in an understandable way orally and in writing, as suitable to the situation;
  • ability to understand complex issues readily;
  • the ability to negotiate effectively.
/ A, I,
Sensitivity /
  • listens well and considers others' needs and perspectives;
  • appreciates own strengths and development needs.
/ A, I,
Self-motivation /
  • has a record of successful performance at an appropriate level of responsibility;
  • sets and meets objectives on own initiative;
  • is committed to all aspects of job and to continuous self – development.
/ A, I,
Teamwork /
  • flexible, co-operative, helpful;
  • collaborates well, respects ideas and expertise of others.
/ A, I,
Organisation /
  • works systematically;
  • uses time efficiently;
  • meets priorities and deadlines with a minimum of supervision.
/ A, I,
Response to Change /
  • keeps abreast of developments and contributes effectively to planning and implementation of change.
/ A, I,
Analysis & Strategy /
  • a high level of analytical, communication or problem solving ability gained from work experience or a qualification such as an HND;
  • develops plans and strategies successfully.
/ A, I,
Desirable /
  • current knowledge and understanding of the university’s General Examination and Assessment Regulations (GEAR);
  • experience of working in education;
  • previous experience of committee servicing;
  • experience of the objectives, needs and priorities in both Higher Education and Further Education;
  • knowledge of the complexities of modular courses.
/ A, I,
  • Any appointment is generally made at the bottom of the salary range for the grade dependent upon experience and previous salary.
  • This is a full timepost and is temporary to cover a period of maternity leave.
  • Annual leave entitlements are shown in the table below and increase after 5 years’ service. In addition, to the eight Bank Holidays, there are university discretionary days between Christmas and New Year. All leave, including bank holidays and discretionary days, are pro-rated for part time employees.

Grades / Basic entitlement per year / Grades / After 5 years’ service
1-3 / 23 days / 1-3 / 28 days
4-7 / 25 days / 4-7 / 30 days
8-9 / 27 days / 8-9 / 30 days
  • More information about the department/school can be found here Professional Services Departmentsor hereAcademic departments (schools and colleges)
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