Description :

Purpose of the role :

The post holder will be responsible for the strategic and operational management of the Schools core student record system, student information system, which underpins the full student lifecycle from application through to graduation. As the institutional lead for this ystem, they will oversee its day to day administration, ongoing optimisation, and future development, ensuring alignment with organisational needs, regulatory requirements, and sector best practice.

In addition, the post holder will take ownership of the wider systems landscape supporting student records and operations. This includes improving system integration and usage, as well as leading the evaluation and implementation of new systems to support institutional growth and efficiency.

The role will also lead on institutional data and reporting, ensuring the accuracy, integrity, and accessibility of data. This includes delivering high quality reporting across key areas such as statutory returns, student progression, and attendance, alongside developing dashboards and automated processes to support compliance and decision making.

Key responsibilities :

Student Systems Management :

- Act as the lead for Tribal EBS student record system, overseeing system configuration, development, and optimisation

- Ensure the system effectively supports the full student lifecycle, including admissions, enrolment, attendance monitoring, progression, and completion

- Work with Tribal and external partners where required, while building internal capability and reducing reliance on external development

- Ensure systems meet regulatory and operational requirements, including UKVI compliance and OfS reporting

Data and Reporting :

- Lead the development of institutional reporting through Tribal EBS, Power BI, or equivalent tools

- Develop and maintain live dashboards for senior management covering key metrics such as recruitment, attendance, retention, and student performance

- Deliver and automate reporting for compliance requirements, including UKVI monitoring and statutory returns

- Ensure the accuracy, integrity, and accessibility of institutional data

Process Development and Automation :

- Review administrative processes and identify opportunities for system-led improvement and automation

- Implement standard operating procedures to support consistent and effective use of systems

- Work collaboratively across teams to streamline processes through improved system utilisation

- Support the transition from manual processes to digital workflows

Training and System Support :

- Develop and maintain training materials and user guidance for Tribal EBS and related systems

- Deliver training to improve system adoption and reduce manual workarounds

- Act as the institutional point of expertise for system queries, issues, and enhancements

Strategic Development :

- Work with the Registrar and Chief Operating Officer to shape and deliver the student systems strategy

- Identify opportunities to improve data infrastructure and system integration across the School

- Ensure systems are scalable and capable of supporting institutional growth

Person Specification :

Essential :

- Experience managing or administering a student record system (EBS, SITS, UnitE or similar)

- Working knowledge and experience with relevant tools such as PowerBI and SQL, R)

- Strong understanding of data reporting and dashboard development

- Knowledge and proficiency with SQL

- Experience developing operational reporting for senior management

- Ability to translate operational requirements into system solutions

- Experience working with institutional data in an education environment

- Ability to train and develop staff on system usage and understanding

Desirable :

- Experience with Tribal EBS

- Experience with Power BI or similar reporting tools

- Knowledge of HESA data reporting requirements

- Understanding of UKVI student visa compliance and attendance monitoring

- Experience implementing or improving student lifecycle systems

- Experience with timetabling systems or scheduling tools