Student Casual - Degree Congregation Administrative Assistant - 904319 Grade 4

Find Apprenticeships; Birmingham; On-site; GBP 40,000 - 60,000; Part time

Job summary

The University of Birmingham seeks a motivated individual part-time to support the Taught Student Administration teams. Responsibilities include printing and quality checking of certificates and assisting with logistics for degree congregation ceremonies, highlighting organizational and customer service skills. This is an excellent opportunity for current students aiming to gain valuable experience within an academic environment.

Qualifications

• Experience in fast-paced administrative and customer-based environments.
• Experience of working within a student or similar environment would be an advantage.

Responsibilities

• Assist with the printing of student documents for congregation ceremonies.
• Provide professional service to stakeholders involved in printing transcripts and certificates.
• Support data management and logistics for degree congregation events.

Skills

Communication

Customer Service

Attention to Detail

Organisational Skills

Education

Current University of Birmingham student

Job description

Description

Position Details

School or Department: Registry Student Administration

Location: University of Birmingham Edgbaston Birmingham UK

Grade 4

Hourly rate: 14.51 plus holiday entitlement

Casual contract from: Thursday 19 th June 2025 Thursday 18 th September 2025

Advert closing date: Friday 30 th May 2025

Number of positions available: 1

The application deadline is 30/05/2025 though it may be adjusted based on the volume and quality of applications received. We recommend that candidates submit their applications promptly.

Our offer to you

People are at the heart of what we are and do.

The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years andweare equally proud to be recognised as a leading global university. We want to attract talented people from across the city and beyond support them to succeed and celebrate their success.

We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas innovation and warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we areand how we work.

The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus including main bus routes and a train station on campus we have a state-of-the-art sports centre with pool shopsplaces to eat and drinkour own art gallery museum and botanical gardens.

Find out more about the benefits of working for the Universityof Birmingham

Short Description

Taught Student Administration and Funding Graduation and Awards teams are looking for a motivated individual to join our teams within Academic Services for 13 weeks supporting the printing of certificates quality checking of transcripts and certificates and event logistics for the July 2025 degree congregations.

Background

Registry is at the heart of Academic activity at the University supporting and facilitating students and staff to work effectively by sharing knowledge and providing valuable expertise. The administration of teaching learning and assessment events enables academic endeavour while striving to improve the student experience. Registry is responsible for ensuring compliance with internal and external procedures regulations and requirements and is the definitive record-keeper of student information and programme details on behalf of the University.

The Funding Graduation and Award team is responsible for arranging the University Degree Congregations from inviting students to delivering the ceremonies in person and working closely with the Registry team in the preparations for the ceremonies.

Role Summary

The post is located primarily in the Taught Student Administration Document Production Team and the post-holder will be responsible for supporting the printing of certificates and quality checking of transcripts and certificates for the degree congregation ceremonies via the Universitys digital document production system. This involves overseeing data quality checking of student documents and raising any issues appropriately with the relevant TSA/RSA staff member in accordance with University regulations and office procedures.

The postholder would also be involved directly with the congregations providing support to the Funding Graduation and Awards team with data management and event logistics working in the event control hub with the opportunity to be involved in the ceremonies themselves. The postholder would also support the team with certificate dispatch to those unable to attend their ceremonies.

The period this post covers would support TSA/RSA staff during both the preliminary booklet checking process and throughout the printing/quality checking period for Present and Absentia students. They would also assist with queries and other critical business activity during the ceremonies to help balance the workload of the Document Production team. There would be opportunity for assisting the TSA team with any change of status requests (e.g. withdrawals and transfers) that require processing over the busy summer and start of term period.

Main Duties

Printing Responsibilities

• To assist Registry with the printing of student documents for congregation ceremonies by the deadlines specified by the Funding Graduation and Awards team.
• To ensure that queries are responded to promptly where necessary consulting with the TSA Support Officer in the first instance for advice or with other areas of the University as appropriate.
• To check all printed documents for accuracy to ensure that the correct documents have been printed for the student and in the correct order for each ceremony cross-checking against the degree congregation booklets.
• To be proactive in raising any issues with printing or errors that may occur with the Digital Certificates system to the TSA Support Officer.
• To issue replacement/missing transcripts or certificates during ceremonies as priority.
• To assist Registry with the printing of absentia transcripts and certificates for students who did not register to attend their congregation ceremony.

Customer service

• To provide a professional and culturally sensitive service to all stakeholders involved with the printing of transcripts and certificates including students and professional services staff.
• To provide a prompt service when dealing with requests and/or urgent print requests from staff within Registry or other departments within the University as appropriate.

Working as part of a team

• To contribute to the document production delivery for congregation ceremonies with the Taught Student Administration and Funding Graduation and Awards team.
• To assist the TSA Support Officer in monitoring the performance of the Digital Certificates document production software printer performance and stock levels of the transcript and certificate paper.

Statutory Compliance

• Working with the appropriate staff in Registry and Student Services to University Regulations and departmental procedures ensuring policy and procedures are followed.
• To cross-check printed certificates whilst maintaining high standards of data quality checking.
• To be responsible for the scanning and archiving as necessary of degree congregation booklets and data quality reports in accordance with the University records management policy and GDPR regulations.
• To ensure such records are complete accessible to others and organised by an appropriate methodology in line with office procedures.

Problem Solving

• To provide information promptly to Registry and Funding Graduation and Awards staff with the appropriate information required in order to resolve an issue.
• To take initiative when identifying issues with data quality printing or suspected delays to deadlines and reporting such events to the TSA Support Officer and Funding Graduation and Awards Officer as appropriate.
• To assist the TSA Support Officer in implementation of new processes for document checking and to help monitor their effectiveness/make suggestions for improvements.

Training

• To receive training from Registry and Funding Graduation and Award staff as directed on University policy and departmental procedures.
• To receive training on the use of University IT systems to support document production and congregation activities.

Decision Making/Problem Solving

1. without reference to others

• Day to day communication with students and professional services in Schools and Corporate Services
• Answer general queries regarding University regulations and procedures
• When necessary reviewing data and processing orders on Banner Document Manager and the Digital Certificates System in accordance with University procedures and regulations
• Resolving non-contentious low-risk queries
• Meeting print deadlines in line with congregation ceremonies
• Respond to straight forward queries from staff relating to document printing

(ii) after consulting others

• Identifying and resolving data quality or print issues
• Identifying delays to meeting deadlines and prioritising activities

iii) or that would be referred to someone else.

• Complex or sensitive situations regarding a student complaint
• Underlying issues with IT systems
• A student seeking advice on University policy or procedures

Other Duties

Develop a working knowledge of Banner to enable the post holder to assist with other areas of Student Administration work as required. These may include processing Authorised Absence requests imposed Leave of Absences status changes manual record creation and other duties as may reasonably be required by the TSA Support Officer Head of Taught Student Administration and Funding Graduation and Awards Officer.

Person Specification

Eligibility

Applicantsmustmeet one of the following criteria:

1. Birmingham Scholars defined as:

• Students in receipt of a Pathways to Birmingham - (P2B) which includes the programmes Access to Birmingham Routes to the Professions National Access Summer School)
• Students in receipt of a Realising Opportunities offer
• Students in receipt of a Sanctuary Scholarship;
• Care experienced or Care Leavers

2. And/or students who have a home address in an IMD Quintile 1( indices of multiple deprivation IMD Deciles 1 and 2 lowest 20%) neighbourhood *

*If your home address is in Northern Ireland you will need to contact us with your home postcode so that we can check your eligibility to apply. For more information about how the University aims to improve access provide equal opportunities and enable progress through higher education and in to graduate levels roles click here: Widening Participation and Access - University of Birmingham

If you are unsure of whether you meet the criteria please contact the Work Experience Team at

Essential

• An enthusiastic and positive attitude
• Experience of working in a fast paced administrative and customer based environment.
• Ability to work with diverse range of stakeholders courteously diplomatically and confidently.
• Excellent communication and inter-personal skills
• Proven track record of ability to integrate with and function effectively as part of a busy diverse and established team.
• A high degree of resourcefulness e.g. the ability to transfer existing knowledge to new situations to formulate a solution to a problem.
• An ability to independently and confidently seek out information and apply this or advise others on such matters.
• Organised and able to prioritise own workload according to changing business needs and daily work constraints.
• Ability work under pressure and deal with confidential and sensitive data in accordance with relevant legislation.
• High level of attention to detail.
• Experience of working within a student or similar environment would be an advantage.

View our staff values and behaviours here

Valuing excellence sustaining investment

We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.

The University of Birmingham restricts all students to working up to 20 hours per week during term time. If your application is successful and your course does not follow the usual academic term timetable (e.g. PGT PGR or PhD student) you and your supervisor must formally agree vacation periods if this role exceeds 20 hours per week. In addition to this please be aware if you are an International student you will be required to apply to the Registry for the appropriate Authorised Absence.

You are only eligible to apply to this role if you are a current University of Birmingham student. If you are not a University of Birmingham student your application will not be considered.

To work you will need to carry out a right to work checks will need to be completed prior to work commencing.

Key Skills
Generator,Accomodation,Football,Advertising,Architectural Design
Employment Type : Part-Time
Experience: years
Vacancy: 1