Student Data Assistant

Salary: £29,588 with progression to £31,236 per annum

Newcastle University is a great place to work, with excellent benefits . We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Closing Date: 7 July 2026

The Role

Registry & Education Services are looking for a proactive and committed Student Data Assistant to join the Student Data and Systems Team for a full time, 14-month fixed-term post. 

The primary focus of the role is to maintain individual student records on the University’s corporate databases, to ensure accurate representation of complex records, assuming an ‘expert user’ role and developing specialist knowledge of the systems and relevant procedures to be able to support colleagues across the University. 

You will have excellent IT and customer service skills, being methodical in your approach to tasks with a meticulous attention to detail. You will be able to communicate effectively and confidently liaise with a wide range of academic and professional services colleagues as well as students. 

Flexible working may be required at peak times and blended working (typically 2 days per week working from home) is available during the majority of the year.   

Full training will be offered to ensure that the successful candidate is equipped with the necessary knowledge and skills to carry out this role. 

Informal enquiries can be made to Louise Woodward, Student Data Manager ( View email address on jobs.ncl.ac.uk )

Key Accountabilities

• To play a key role in the organisation of registration and related activities, to ensure that all new and returning students are registered efficiently and on time, including liaison with services and academic units across the University
• To support colleagues towards the resolution of database queries in a professional and timely manner, e.g. prompt anomalous record resolution prior to Boards of Examiners, correcting erroneous action by standard users
• To train, advise and support school administrative colleagues in data maintenance procedures, to ensure a high level of data quality is maintained, developing user documentation as required
• To investigate and correct student data errors to achieve a high level of data accuracy
• To produce accurate returns by the published deadlines to external customers e.g., the Student Loan Company, local councils and the Home Office
• To play a key role in ensuring accurate student data updates to and from the Home Office UK Visas and Immigration (UKVI) system and University systems
• To proactively support internal University procedures and systems regarding student attendance and engagement monitoring, that also ensures compliance with UKVI requirements, including reconciliation of detailed data
• To produce periodic management reports and statistics on student activity / registrations, that are timely, accurate and meet University needs to monitor and manage performance
• To undertake system testing and investigations necessary, in order to ensure that Business Analysts and others are provided with clear specifications for requirements for student administration
• To manage confidential and sensitive material with integrity and discretion
• To ensure that personal enquiries from students or colleagues are handled in an efficient and helpful manner

The Person

Knowledge, Skills and Experience

• An understanding and experience of the main activities within the student life-cycle (admission, registration, examination, progression and graduation)
• Knowledge of the University Regulations or those of another Higher Education Institution
• Experience of Database structures, especially those relating to student data
• Excellent IT skills, particularly in manipulating large datasets in spreadsheets and databases
• An analytical approach to work
• Well-developed organisational skills
• Excellent communication skills, both written and oral
• Self-confidence in advising students and senior colleagues on matters of procedure
• Ability to review issues and follow-up to resolve trends or concerns
• Ability to work in a confidential and discreet manner
• Ability to work accurately with meticulous attention to detail
• Ability to cope under pressure, manage diverse priorities and meet deadlines
• Ability to work effectively within a team and relate well to others
• Ability to use initiative and an active approach to problem solving
• Experience of Customer Service work, with skills in dealing with people who may be sensitive, upset etc
• Well-developed organisational skills
• Experience of working in a team and developing effective working relationships

Attributes and Behaviour

• Works in a planned and structured way to use their own time and others within the team effectively. Sets own priorities in conjunction with the team and task objectives
• Works collaboratively with others, plays a positive role in teams and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued
• Sorts things out, trying to solve problems by using initiative and looking for ways to overcome obstacles
• Using clear, concise and accurate communication, tailoring the approach accordingly and encouraging a two way communication process

Qualifications

• GCSE A-C Grades in English Language and Mathematics or equivalent

Newcastle University is a global University where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all of our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a Gold Athena Swan award in recognition of our good employment practices for the advancement of gender equality. We also hold a Bronze award in recognition of our work towards tackling race inequality in higher education REC. We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 29503