Student Services Officer (PG focused)

Job Description – Student Services Officer (PG focused)

Reports To:
Key Relationships:

Location:

Student Services Manager (PG)
Programme  Leaders,  Student  Services  Manager  (PG),  Student  Services  Manager
(UG), Student Services Officers, ASDAS.
 LST, Green Lane, Northwood, HA6 2UW

London School of Theology
London School of Theology (LST) has been providing academic evangelical theological education since 1943. It is committed to
serving the Church globally and training Christian disciples who transform wider society through their life and witness. We are in
an important time for the life of the School as we implement a bold 5-year strategic plan based on a core vision of ‘Forming Disciples,
Resourcing Churches, Impacting Society’.

Overview of the role
The responsibilities of the post-holder are designed and divided across Registry activities and Programmes activities. The post-holder
will provide efficient and effective administration of all matters relating to the teaching and learning activities of the LST Taught
programmes while continuing to assist with Registry Office functions.

The Student Services Officer (PG focused) is expected to contribute to the development of the Student Services Team, ensuring that
a high-quality service is provided to current undergraduate and postgraduate students and new applicants.  Whilst the focus of the
role is programme administration/registry, when workload permits the post-holder is expected to assist with simple admissions
activities.

Key Tasks
The  following  key  tasks  are  indicative  of  the  role,  rather  than  exhaustive,  and  tasks  may  be  amended  in  response  to  changing
requirements or in line with the skills and experience of the post-holder.

Programmes activities – duties will include but not limited to:

1.

2.

3.

4.

5.

Act as a point of contact for students, staff and visiting lecturers  for specified programmes, dealing with enquiries and
providing support.
Liaise with the Learning and Teaching Manager to ensure that the VLE contains accurate information for each programme,
that it is functioning effectively and issues are identified and dealt with.
Establish, maintain and use clear and effective means of communication with staff and students, i.e. email distribution lists,
VLE etc.
Meeting  regularly  with  the  Programme  Leaders  and undertaking other duties as agreed with the Programme  Leaders
and/or line manager from time to time.
Managing the complexity of working across Registry, Faculty and other departments within the School. Due to the nature
of the role, the post-holder is required to liaise with other departments in the School such as catering, IT, housekeeping,
conferences, finance, maintenance; this in the context of delivering the above activities.

Registry activities – duties will include:

1.

2.

Programme  handbooks:  liaising  with  the  Programme  Leaders  to  regularly  update  and  publish  the  Programme
Handbooks in a timely manner.

Marking administration:
a.  Collating all assessment and exam questions for each module and sending them to the External Examiners for approval.
b.  Scanning and uploading all written exam papers ready for marking.
c.
d.  Updating extension/extenuating circumstances information on the VLE.
e.  Keeping track of marking status and a system of regular reminders to Faculty and Visiting Lecturers.
f.  Creating and managing the exam timetable, including; question gathering, exam registers and assigning invigilators.

Liaising with external examiners.

1 | P  a  g e
1 | P  a  g e

3.  Assessment Board preparation:

a.  Uploading, entering and double-checking marks in preparation for assessment  boards and submitting correct marks

to the Student Services Manager in a timely manner.

b.  Taking a lead role in the preparation and delivery of Assessment Boards.
c.  Create and send out the Board outcome letters to all students using mail merge.

4.  Programme Boards, programme options/projects:

a.  Administer  the  delivery  of  Programme  Boards  including  booking  rooms,  distributing  agendas  and  papers,  taking

minutes and collating actions.

b.  Providing administrative support to the Programme Leaders in relation to student selection of programme options.
c.  Managing  the  choice  of  options  including  promoting  options  available,  arranging  options  meetings,  managing

d.

queries and option documentation; confirming choices to students.
In liaison with the Programme Leaders, coordinating the level 6 student project proposal process, approval by external
examiners, allocation of supervisors in a timely manner, allocation of 1st and 2nd markers.

5.  Counselling related Administration (as relevant)

a.  Provide  TC  students  with  supporting  letters  for  BACP  applications.  Produce  and  distribute  student  groups  for

counselling modules in the timetable.

b.  Counselling residential weekends: Arrange the Counselling weekends in a timely manner and communicate key dates
to students and staff.  Liaising with TC Faculty to prepare materials for the event and student attendance registers.

6.  Music related Administration (as relevant)

a.  Music events, concerts and other events where there is a musical component the post-holder is required to attend the

events and provide support as needed.

b.  Manage the recitals,  with the assistance of the Music Technician, and other practical assessments: the post-holder will
be putting together the programmes (split into levels), managing the process during the day, being on hand to organise
the technical requirements, organising which lecturers are marking which cohorts (in consultation with the Programme
Leader), producing the recitals and supporting and encouraging the students.  This will also involve assisting the module
leaders  with  the  filming/recording  of  student  assessments,  facilitating  the  distribution  of  assessments  between
markers, Registry and external examiners, and creating exam schedules for submission to the Student Services Manager
(UG).

c.  Managing  the  first  study  timetable  and  attendance  registers:  this  will  include  matching  lecturer  availability  to  the
availability of students, reconciling and processing all the invoices that are submitted and ensuring that these are signed
off  by  the  Music  Programme  Leader.    Maintaining  a  list  of  all  first-study,  first-study  tutor,  options  and  ensemble
students.

d.  Coordinate ensemble auditions, maintaining a list of notable dates, managing bookings for Music practice rooms.

7.  Student Information System (SIS):

a.  Enrolment on SIS; preparing online enrolment each year, rolling over student courses onto the correct next course as
per the Board decision, supporting students through the enrolment process with technical help, checking the modules
selected by students and making any changes to reflect the handbook, ensuring accurate information is captured for
each student, updating information when required.

b.  Update course information, manage modules and set up attendance registers for each module.
c.

Input  assessment  marks,  calculate  level  averages  and  award  overalls  in  preparation  for  Module  and Assessment
Boards.

d.  Creating and managing reports on SIS.

8.  Virtual Learning Environment (VLE):

a.  Provide the Learning and Teaching Manager with students lists for enrolment and manage in-year changes.
b.  Update Student Statuses.
c.  Manage module information on VLE, creating new pages or update existing pages where applicable.
d.  Set up Assessment submission inboxes, update due dates.
e.  Release of marks to students.

2 | P  a  g e
2 | P  a  g e

9.  Helpdesk and Student Queries:

a.  Managing  and  responding  to  student  queries  in  a  timely  manner,  liaising  with  other  departments  when needed.
b.  Creating Transcripts for current students and alumni, including requests for academic information from the archive.
c.  Create and send confirmation letters or other documents as proof of study as requested.
d.  Producing Diploma Supplements for awarded students.
e.  Check and post award certificates to graduated students.

10.  General:

a.  Processing student applications when helpful and when workload permits.
b.  Participating in student enrolment, induction and graduation day.
c.  Participating in student recruitment and open day events when required and when workload permits.
d.  Use Excel formulas to manipulate complex reporting data.
e.  Provide cover for Reception on a rota basis during lunchtimes and periods of annual leave.
f.

Liaise and support colleagues within the Student Services and Marketing and Communications teams, enabling
mutual understanding across both teams.

Person Specification:

Essential (E)
Desirable (D)

Demonstrated
at  Application
(A)
Interview (I)

Qualifications:
A first degree or a combination of good secondary level qualifications and
relevant experience
Experience, expertise and skills
IT literate and proficient in the use of complex databases, Microsoft Office
Package (including mail merge) and analyse complex data on Excel.
Ability to manage multiple assessment submissions on a Virtual Learning
environment
Experience of file sharing and upload via SharePoint, One Drive, or similar.
Experience of working in an administrative role and developing administrative
processes

  Previous experience of higher education administration and knowledge of the

student recruitment process
Experience of working in a compliance/regulatory context in HE
Experience of delivering excellent customer service consistently and promptly
Highly organised and an excellent eye for detail
Ability to work calmly under pressure
Ability to work on own initiative
Ability to juggle competing demands and to prioritise effectively
Previous experience in event planning and organisation
First-class written and oral communication skills
Personal attributes:
Known by others as loyal and friendly
Calm, thoughtful and polite to people
Clear, concise and accurate oral and written communication skills
Methodical, analytical and disciplined
Desire and ability to learn, grow and develop
Excellent in developing and maintaining interpersonal relationships
Able to work from Office

E

E

E

D
E

D

D
E
E
E
E
E
D
E

E
E
E
E
E
E
E

A

A/I

A

A
A

A/I

A
A/I
A/I
A/I
A/I
A/I
A/I
I

I
A / I
A / I
I
I
I
I

3 | P  a  g e
3 | P  a  g e

Terms of Employment:
Salary:

£23,000 - £26,000 per annum depending on experience.

Hours:

1.0 FTE (35 hours per week).  The usual working day is 9.00 am to 5.00 pm although some evening and weekend
working may be required for which TOIL will be given.

Contract:

Permanent.

Holidays:

24 days per annum plus public holidays for 1.0 FTE role and pro-rata accordingly.
LST is closed between Christmas and the New Year, and this is given as additional leave.
When  taking  holiday,  consideration  should  be  given  to  the  workload  of  the  whole  team,  especially during  the
summer months.
Generally, the two Student Services Officers (PG) are expected not to take holiday at the same time.
Specifically in August no more than one week of holiday should be taken and in September no holiday should be
taken.

Pension:

Eligible to join the School’s contributory pension scheme.

Notice:

During the first six months, one week’s notice must be given in writing on either side.  After this period,
one calendar months’ notice must be given in writing on either side.

Additional benefits include life insurance, sick pay after qualifying period, free onsite parking and discounted meals.

Date of appointment:  It is intended that the post-holder shall take up the post as soon as possible.

London School of Theology is a Christian  college  and as such it is a requirement of  the  Person Specification  that the postholder
must be in sympathy with the Christian ethos, aims and objectives of the School.

All successful candidates must have the right to work in the UK.

Application Process and Closing Date:
Applicants should send the following to the HR Manager (recruitment@lst.ac.uk) as pdf documents attached to an email:
a.  Covering letter of application stating why the role is of interest and how the requirements of the Person Specification are met
b.  Curriculum vitae
c.

List of three referees (these will not be taken up without the applicant’s permission)

The HR Manager
London School of Theology
Green Lane, Northwood
Middlesex HA6 2UW

Email:  recruitment@lst.ac.uk
01923 456000
Tel:

Candidates are encouraged to submit their applications as soon as possible as these will be assessed upon receipt and interviews
will take place on a rolling basis.  Initial interviews may take place by a video call with second stage interviews taking place at our
site in Northwood.

4 | P  a  g e
4 | P  a  g e