Student Records Officer

Kaplan; Gold Coast City; On-site; AUD 60,000 - 75,000; Full time

Job summary

A leading Australian education provider is seeking a Student Records Officer to ensure the accurate management of student data. This role involves maintaining databases, supporting various administrative tasks, and liaising with stakeholders to ensure all records are precise. The ideal candidate has over two years of relevant experience, exceptional data entry skills, and strong communication abilities. Join a supportive environment focused on delivering quality education and student support.

Qualifications

• Minimum of two years’ experience in customer service, administration, or office support roles.
• Proven experience in data entry with exceptional attention to detail and accuracy.
• Experience working with student management systems or databases.

Responsibilities

• Maintain and process accurate student data in the Student Management System.
• Ensure all student records and documentation are complete and accurate.
• Track visa and passport expiry dates.
• Enrol students each trimester and process subject changes.
• Generate invoices and liaise with the Finance team.

Skills

Customer service experience

Data entry accuracy

Communication skills

Stakeholder relationship management

Workload management

Job description

Role

The Student Records Officer plays a vital role in ensuring the smooth and accurate management of student data across the campus. This position is responsible for maintaining our campus databases, ensuring all financial and administrative information is recorded with precision, and working closely with key stakeholders to keep records up to date. As a central support role within the student lifecycle, the Student Records Officer helps maintain the integrity of our systems and contributes to a seamless experience for students and staff alike.

Responsibilities

• Maintain and process accurate student data in the Student Management System, including information collected at orientation and throughout enrolment.
• Ensure all student records, academic files, and documentation are complete, accurate, and up to date.
• Track visa and passport expiry dates and follow up with students where required.
• Enrol students each trimester and process subject changes, refunds, credits, and financial adjustments.
• Generate invoices and liaise with the Finance team to ensure payments are correctly allocated.
• Update student information in PRISMS and ensure FEE-HELP data is recorded and reported correctly.
• Respond to student enquiries in a timely, professional manner and produce required student documentation, such as interim transcripts.
• Undertake regular data audits and error reporting to ensure system accuracy and data integrity.

Requirements

• Minimum of two years’ experience in customer service, administration, or office support roles.
• Proven experience in data entry with exceptional attention to detail and accuracy.
• Experience working with student management systems or databases.
• Strong ability to manage workloads, prioritise tasks, and operate effectively with minimal supervision.
• Excellent written and verbal communication skills.
• Ability to build and maintain effective relationships with internal and external stakeholders.
• Comfortable working in a high-volume, fast-paced environment.
• A motivated self-starter with a proactive approach to problem-solving and workflow management.

Don't delay in submitting your application! The closing day for applications is 16th January 2026.

Kaplan Business School

At Kaplan Business School, we are one of only nine self-accrediting institutes of Higher Education (HE). We are recognised in Australia and globally as exemplars of international education, quality teaching, student support, employability, and academic integrity. As such, Kaplan Business School is a winner of the Business School of the Year award at the prestigious global awards The PIEoneer Awards 2023.

We deliver undergraduate and postgraduate courses in business, accounting, IT, marketing, management, tourism, entrepreneurship, health services, digital management, analytics, project management, and leadership. Our flagship MBA program is Australia’s second largest in terms of student enrolments and among the most highly regarded.

We have a friendly and flexible leadership team who cultivate a culture of innovative methods of teaching and learning across six Australian campuses as well as online.

Background-Check Notice & Declaration

Kaplan and many of its major clients operate in highly regulated environments. This requires us to be proactive and diligent in relation to personnel background checks and to undertake thorough vetting of candidates for roles of this nature. To enable Kaplan to assess a candidate’s suitability for this role, each candidate will be required to answer pre-screening questions, and, if you receive a conditional offer of employment, you will be required to undertake the relevant background checks (unless Kaplan determines otherwise). These checks may include one or more of the following: verification of identity, working rights, criminal history, qualifications, and working with children clearance. If you are shortlisted, Kaplan will advise you which checks are required for this role and explain how you will undertake the checks. Kaplan is committed to handling your personal information appropriately. Please see the Privacy Policy at for information about how Kaplan may handle your personal information in connection with this application process.