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Enrolment Team Leader x2

£31,688 - £31,688
 

Job Description

Enrolment Team Leader



 



Number:        2



 



Dates:            Start Date – 24th July 2023



End Date - Period employed will be up to 3 months 



Notice – Sufficient notice will be given before the end of contract



 



Hours:           Monday – Friday, 9am - 5pm 



September hours may be extended 



 



Supervise:    7 Data Entry Officers



 



Purpose of the Post:



 



To work with the Fees & Bursaries Team to ensure the University completes data entry and fee building as quickly as possible.



 



To grasp the concept of what we are trying to achieve in enrolling and re-enrolling students, gathering data to inform funding returns and update student records in a timely and accurate manner 



 



To familiarise and understand, in a short period, relevant policies and procedures and communicate this information in the training of Data Entry Clerks.



 



To supervise the team of Data Entry Clerks.



 



Main Activities and Responsibilities:



 



To provide training to Data Entry Clerks (DECs) relating to data entry



 



To manage and monitor the work of Data Entry Clerks (DECs) in completion of their tasks



 



To record DECS start and finish times and to approve timesheets for payment of DECs salary



 



To receive, record and batch enrolment and reenrolment records for processing by DECs



 



To manage workflow relating to the processing enrolment and reenrolment records to the DECs



 



To be available to answer queries raised by the DECs



 



To check all new enrolment and reenrolment records are accurately and fully completed by the DECs



 



To ensure students are registered on the correct course/programmes



 



To ensure the correct data is entered in all required fields to inform our statistical returns



 



To ensure all tuition fees are built with relevant discounts applied



 



To utilise existing data to update certain fee records (Apprentice Spreadsheets for reenrolment fee builds, Issues list notes to apply waivers & discounts, Research Studentship notes to apply Research Waivers etc)



 



Work with the Fees & Bursaries Information Support Officer to resolve IT systems issues (with ICT/Registry/Finance) and to ensure staff have full access to all systems and facilities.



 



Qualifications

Please see above



Skills

Selection Criteria:



 



Qualifications:




  1. A good standard of education



 



Experience / Knowledge




  1. Previous administrative experience in financial or student administration in higher education.

  2. Experience of data entry with an ability to multi-task and maintain accurate records

  3. Experience of leadership, team building, staff management and staff training.

  4. Experience of using and maintaining databases (student records databases preferred but not essential) & finance systems, together with an excellent level of knowledge of Microsoft Word and Excel.



 



Competencies:



 




  1. Teamwork – Show an understanding of how good team works together and build and maintain an environment of co-operation and trust within the team.



 




  1. Communication – Excellent communications skills with a high standard of English and be able to communicate clearly and effectively with a range of staff and provide information, in various formats, to a variety of audiences.



 




  1. Initiative - Be willing to go beyond the normal constraints, work flexibly and apply lateral thinking approaches to problem solving.



 




  1. Equal Opportunities – Be able to demonstrate an understanding of equality and diversity and to show an understanding of issues relating to equal opportunity and its practical application in the work environment.



 



 



 



 



 

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Job purpose



To main focus of the post holder is dedicated to effectively provide confidential, professional administrative support to the Head of Housing Services and to the Housing Services team. To effectively provide a customer focused reception service of excellence for Housing Services. To be the first point of contact for, and to represent the team, both internally and externally, whether in person, by telephone or by email, responding to all generic enquiries or by referral to an appropriate team member when escalating non-routine enquiries.



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Main duties and responsibilities




  • To provide a customer focused first point of contact to students, staff and private landlords, the public and other external bodies, judging when to pass on or escalate complex queries.

  • To check all applications received for housing eligibility, and issue relevant and timely feedback to applicants.

  • To represent Housing Services at all Queen Mary internal and external events, particularly at main residential arrival and departure days, to provide and sustain a positive image for Residential Services

  • To manage and keep updated the Housing Services team diaries.

  • To check the accuracy and relevance of information and imagery on the Residential Services website..

  • To provide administrative support to the Housing Services team.

  • To advise the Head of Housing Services on noticeable trends in customer enquiries.

  • To be flexible at key times within the university calendar to support the delivery of services that will be outside normal business hours, which will include working in the evenings and at weekends

  • To comply with all Queen Mary and Directorate policies and procedures and demonstrate a commitment to the Directorate purpose statement and values

  • To implement recognised good practice in communication and cohesion, to promote the culture and behavioural change programme that has been embarked upon by the Directorate.



Qualifications

GCSE, NVQ (Level 3) or City and Guilds in English and Maths or equivalent



Skills

  • Significant experience working within an HEI or privately built student residential environment

  • Significant experience working in a customer service environment providing exceptional customer service

  • Understanding of the relevant regulations and national codes of practice and the implications of non-compliance

  • Experience managing conflicts, resolving or escalating complaints, with the ability to use own initiative to handle difficult situations with tact and sensitivity

  • Familiarity with budgeting and financial management

  • Knowledge and understanding of HEI Admissions systems, key dates and SITS student record system

  • Knowledge of the private sector housing market



Skills/Abilities




  • Excellent written and verbal communication and interpersonal skills with the ability to communicate effectively with staff and external contacts at all levels

  • Computer literate with a good knowledge of Microsoft Office software, particularly Excel

  • Able to plan, manage and monitor a variety of commitments, balancing workloads to meet service demands

  • Excellent attention to detail and a systematic approach to work

  • Friendly, approachable, diplomatic and able to relate to people

  • Flexible attitude and willing to learn, develop and improve both individually or as part of a team



Other




  • Able to deal with personal, private and confidential issues with appropriate discretion (Data Protection Act)

  • Able to manage job role in line with customer expectation of Equality and Diversity Policy

  • Able to identify resolutions to problems and utilise analytical skills

About us



The Data Governance and Security team with SED develops, maintains, and supports system and process security, data governance, data protection compliance, regulatory reporting, and external and internal audit requirements. The team ensures that strategies and procedures in relation to these areas are fit for purpose and is responsible for providing a ‘gold source’ of all student and course information data to ensure best practice.



About the role



The Senior Student Data Assurance Officer will provide assurance and operational support to colleagues engaged in both internal/external reporting and in business as usual activites that rely on the quality of our student data. This will entail the provision of end-to-end administrative support in triaging enquiries, resolving student data quality issues, supporting the statutory HESA data return (submitted in August and September 2024) by fixing data errors and supporting the generation of HEARs (online transcripts) for students.



This would be an excellent opportunity for a candidate who is interested in gaining experience in working with data, making operational use of IT programmes such as Excel and SQL and who wish to utilise their skills to ensure that the quality of our student data is accurate and of the highest quality.



This is a temporary role, with an end date of 8th November 2024.



Qualifications

We think a wide range of different work and educational experiences could support you to be successful in this role. Relevant work experience might include work in data management or analytics. Relevant educational experiences might include higher education in a related discipline, professional qualifications or other training



Skills

The following skills would be essential in the role:



-Excellent IT skills, including experience of Office software (Word, Excel, Outlook email, web etc.) 



-Good communication skills and a willingness to work in a team, with multiple stakeholders



-The ability to deal with competing priorities



Experience of SQL and using a student records system would be desirable

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