The Post
You will be based within Student Administration as part of the wider Student and Faculty Operations grouping which brings together central and faculty professional services teams.
Student Administration comprises of two teams. One focussed on timetable, exams and graduation activities and the other providing support to UG, PGT and PGR students and programmes. Your time will be divided as required between both teams.
You will be responsible for delivering a range of activities relating to the administration of academic programmes and other activities, supporting the student experience, and providing support to academic staff, students and professional service colleagues.
You will demonstrate excellent communication, organisational and administrative skills and be proactive in supporting the day-to-day operations of a busy office. An interest in supporting the student community is essential as is the ability to work flexibly as part of a team and to manage competing priorities to maintain a high standard of service at all times.
You will be responsible for coordinating and supervising tasks within a team of Administrators. Adopting a continuous improvement approach, you will ensure that systems, processes and procedures are customer focused and compliant with both University regulations and the requirements of external bodies.
Working closely with colleagues within central professional services teams is essential and key relationships will include Academic Registry, Admissions, Faculties, Financial Services and Student Support Services.
Informal enquiries should be made to Student Administration Managers Claire Heard - [email protected] or Dani Tovey - [email protected]
Description of Duties
Leadership and Coordination
- Reporting to the Student Administration Officer, coordinate and supervise a range of duties to deliver an efficient and effective service to staff and students; use initiative and exercise sound judgement to resolve any issues that arise, seek appropriate advice, and escalate when necessary
- Support the Student Administration Officer, to provide induction and training to members of the wider professional services team
Main responsibilities
- Work with the Student Administration Officer to coordinate and provide administrative support across a range of academic programmes and activities to deliver an excellent student experience and high levels of customer service; provide support to all academic and professional services colleagues, applicants, and students
- Process student initiated requests for leave of absence, programme change and withdrawal of studies, ensuring adherence to appropriate regulations and procedures
- Support the team in ensuring that the production of draft and final exam timetables are published in line with the University examination policy and to agreed timescales using the university’s exam timetabling system
- Manage exam accommodation to ensure that appropriate venues are available in line with requirements and that all venues are set up prior to each of the exams in accordance with University regulations and agreed expectations
- Manage the University exam paper production process liaising with faculty and Accessibility & Inclusion colleagues ensuring candidates exam requirements are accommodated for those with exam adjustments. Ensuring that appropriate security measures and arrangements are in place for the secure storing and issuing of exam paper packs to invigilators
- Provide an effective enquiry response, managing all relevant telephone, Teams and email enquiries from students, staff and stakeholders
- Contribute to the ongoing development of business processes, procedures and working practices within the team to support continuous improvement and optimum efficiency
- Contribute as required to testing and implementing system developments
- Support graduation activities of the team including allocation of seating; production of the graduation presenter scripts for the ceremonies; production of award documents and extracting data for third parties and senior colleagues
- Co-ordinate exam deferral applications process, assessing student applications
- Responsible for reviewing annual student progression, applying university regulations and advising students
- Responsible for updating student records and applying sanctions as a result of academic integrity
- Co-ordinate and support the student journey, providing support to students with any changes to their programme of studies. Where required agree and implement bespoke variant programmes of study
Please see the full job description for further detail.
Essential Criteria
Qualifications
- Educated to a minimum of HND level, or equivalent professional experience
Knowledge & Experience
- Demonstrable experience of working in a busy, customer centric environment, with an extensive administrative background
- Excellent skills in Microsoft Office packages with specific experience using Excel
- Experience of managing sensitive/confidential issues in a professional and empathetic manner
- Understanding of current GDPR and Equality legislation and the impact of non-compliance within the remit of the role
Skills & Attributes
- Excellent organisational and interpersonal skills with the ability to prioritise a demanding workload with exceptional attention to detail
- Ability to contribute to the wider team to achieve goals while also being confident to work independently
- Excellent communication skills and ability to communicate effectively with individuals from a diverse range of backgrounds and cultures
- Demonstrable problem solving and decision-making skills
- Ability to develop and enhance positive relationships with a range of internal and external customers
Desirable Criteria
Knowledge & Experience
- Previous experience of working in Higher or Further Education and/or up-to-date knowledge of issues relating to the student lifecycle and experience
- Experience of working with complex administration systems (preferably Tribal SITS)
- Experience of continuous improvement methodologies
Skills & Attributes
- Ability to interpret policies and procedures and offer high-quality advice to colleagues
- Experience of maintaining records in and reporting from databases
Additional Information
Full time
Fixed term until 31 August 2027
The closing date for applications is midnight on Wednesday 1 July 2026.
There is an expectation that work will be undertaken in the UK.
This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.
The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity.
About Us
As part of the Student, Academic, and Corporate Services (SACS) Directorate, Student and Faculty Operations (SFO) has a remit to design, lead and deliver an informed, effective, and integrated professional service for the five faculties, which in turn will benefit both the staff and student experience. SFO delivery ranges from strategic level support and resource planning and management for Deans, to the breadth and depth of the administration and technical service of learning, teaching and research in faculties, and the fluent management of the Student Administration lifecycle from enrolment to graduation.
The University
The University of Stirling is committed to providing education with a purpose and carrying out research which has a positive impact on communities across the globe. Driven by our mission to be the difference, we are addressing real issues, providing solutions, and helping to shape society.
The University has more than 17,500 students globally and employs 1,500 staff, with more than 140 nationalities represented within our community. Our campus environment is ranked first in the UK and top 10 in the world, and our sports facilities rank first in the UK and second in the world (International Student Barometer 2024, wave two), reflecting our long-standing designation as Scotland’s University for Sporting Excellence.
We were shortlisted for University of the Year 2024 at the Times Higher Education Awards and are proud holders of a Silver institutional award from the Athena Swan Charter, in recognition of our commitment to advancing gender equality. We have an overall five-star rating in the QS Stars University Ratings and are ranked top 30 in the UK for postgraduate teaching and learning (Postgraduate Taught Experience Survey 2024). In recognition of our excellence in business education, we are accredited by AACSB International.
Eighty-seven per cent of our research has an outstanding or very considerable impact on society, with more than 80% rated either world leading or internationally excellent (Research Excellence Framework 2021), and we are ranked among the top 100 institutions in the world for our contribution to meeting 10 of the 17 UN Sustainable Development Goals. We have twice been recognised with a Queen's Anniversary Prize; for our Institute for Social Marketing and Health (2014) and our Institute of Aquaculture (2019).
Alongside partners, the University spearheads the £214 million Stirling and Clackmannanshire City Region Deal – which will deliver three major University-led projects: the National Aquaculture Technology and Innovation Hub, Scotland’s International Environment Centre, and the Intergenerational Living Innovation Hub. We are also a central partner in the Forth Valley University College Health Partnership.
www.stir.ac.uk @stiruni
Job Reference: SERV02089
