Student Casual – Degree Congregation Administrator – Registry – Grade 4 – 907355

Please note that this vacancy may be taken down early depending on the number of applications received. We advise you to submit your application promptly.

Our offer to you

At the University of Birmingham, Worklink is the dedicated student employment service which helps students to find flexible, well paid part-time roles that fit around your studies. Each year, the University invests more than £2.5 million to employ 3,000 of our own students in a wide range of roles, supporting our student community into part-time work. Roles available via Worklink include a range of positions, including administrative roles, support staff such as cleaners or baristas, research roles and many more.

Jobs through Worklink help you to gain work experience, develop skills relevant for your future career, and improve your soft and hard skills in a professional setting. Enhance your CV and get valuable experience ready for graduate roles and feel connected to your university and local community.

Our jobs are flexible and can be scheduled around your academic commitments, so you can focus on your studies first. Our team are passionate about supporting students into work. Worklink are based in a central location on campus which is easily accessible for students and can also be contacted online.

Find out more about working through Worklink here or via the student intranet.

Job summary 

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. 

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 

i)             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.

Required knowledge, skills, qualifications & experience 

• Undergraduate student at the University of Birmingham.
• 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 interpersonal 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 to 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.

   

Further details 

This role will require 20 hours/week during the first week (during termtime) and will require full-time hours for the remainder of the assignment.

We strongly encourage applications from undergraduate students who meet the following criteria:

1. Birmingham Scholar

You are considered an undergraduate Birmingham Scholar if you belong to one or more of the following groups:

• Pathways to Birmingham
• Care Experienced 
• Realising Opportunities
• Sanctuary Scholarship
• Black students from IMDQ1 neighbourhoods who are identified for additional support through our Access and Participation Plan (2025–28). 

And/or

2. An undergraduate student from a low socio-economic background, defined by having a home postcode (at the time of application to the university) in an IMDQ1 neighbourhood, which consists of the most deprived areas by postcode.

Check if your home neighbourhood is in one of these areas namely Decile 1 or 2 by using the IMD neighbourhood checker to confirm your eligibility

Information can be found here on indices of multiple deprivation. If your home address is in Northern Ireland, please contact us with your home postcode so that we can check your eligibility to apply.

For any informal queries, please contact Helen McKinnon (h.mckinnon@bham.ac.uk) 

The University of Birmingham restricts all students to working up to 20 hours per week during term time for a maximum of 13 consecutive weeks. 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 check. These checks will need to be completed prior to work commencing.

Regarding the use of AI in applications, we review hundreds of applications and shortlist candidates based on their unique perspective, motivations and potential. Cover letters generated through, or edited by, AI tools (e.g. ChatGPT or CoPilot) are easy to identify. They produce generic answers and will not score highly enough to progress. You may use AI tools for research, but all written content in your application must be your own work. Authenticity and originality are key to standing out in this process. 

Due to the high volume of applications we receive, we’re unable to contact all applicants individually. You can check the progress of your application by logging into the Worklink jobs portal using the same email address you used to apply. If you haven’t heard back within six weeks of the closing date, please assume your application has been unsuccessful.