Job Title
Degree Congregation Administrator
Location and Contract
Registry, Student Administration. Full time/Part time: Part time during termtime, full time for remainder of assignment. Duration: 22/06/2026 – 10/07/2026. Grade: 4. Hourly rate: £15.14 per hour plus holiday entitlement.
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
* Assist Registry with the printing of student documents for congregation ceremonies by specified deadlines set by the Funding, Graduation and Awards team.
* Respond to queries promptly, consulting with the TSA Support Officer or other appropriate areas of the University when necessary.
* Check all printed documents for accuracy to ensure the correct documents are printed for the student and in the correct order for each ceremony, cross‑checking against the degree congregation booklets.
* Raise any printing or Digital Certificates system errors proactively to the TSA Support Officer.
* Issue replacement or missing transcripts or certificates during ceremonies as priority.
* Assist with the printing of absentia transcripts and certificates for students who did not register to attend their congregation ceremony.
Customer Service
* Provide a professional and culturally sensitive service to all stakeholders involved with the printing of transcripts and certificates, including students and professional services staff.
* Provide a prompt service when dealing with requests and/or urgent print requests from staff within Registry or other departments of the University.
Working as part of a team
* Contribute to the document production delivery for congregation ceremonies with the Taught Student Administration and Funding, Graduation and Awards team.
* 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
* Work with appropriate staff in Registry and Student Services to ensure policy and procedures are followed in accordance with University Regulations and departmental procedures.
* Cross‑check printed certificates while maintaining high standards of data quality checking.
* Be responsible for scanning and archiving degree congregation booklets and data quality reports in line with the University records management policy and GDPR regulations.
* Ensure such records are complete, accessible and organised by an appropriate methodology in line with office procedures.
Problem Solving
* Provide information promptly to Registry and Funding, Graduation and Awards staff to resolve issues.
* Take initiative when identifying issues with data quality, printing or suspected delays to deadlines and report these events to the TSA Support Officer and Funding, Graduation and Awards Officer as appropriate.
* Assist the TSA Support Officer in implementing new processes for document checking, and help monitor their effectiveness and suggest improvements.
Training
* Receive training from Registry and Funding, Graduation and Award staff as directed on University policy and departmental procedures.
* Receive training on the use of University IT systems to support document production and congregation activities.
Decision Making / Problem Solving
* Day to day communication with students and professional services in Schools and Corporate Services.
* Answer general queries regarding University regulations and procedures.
* When necessary, review data and process orders on Banner, Document Manager and the Digital Certificates System in accordance with University procedures and regulations.
* Resolve non‑contentious low‑risk queries.
* Meet print deadlines in line with congregation ceremonies.
* Respond to straightforward queries from staff relating to document printing.
Required Knowledge, Skills, Qualifications & Experience
* Undergraduate student at the University of Birmingham.
* An enthusiastic and positive attitude.
* Experience working in a fast paced administrative and customer‑based environment.
* Ability to work with a 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 – the ability to transfer existing knowledge to new situations to formulate a solution to a problem.
* 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.
Eligibility
We strongly encourage applications from undergraduate students who meet the following criteria:
* Birmingham Scholar – i.e. belonging to one or more of the following groups: Pathways to Birmingham, Care Experienced, Realising Opportunities, Sanctuary Scholarship, Black students from IMDQ1 neighbourhoods identified for additional support through the Access and Participation Plan (2025–28).
* Low socio‑economic background as defined by a home postcode in an IMDQ1 neighbourhood (most deprived areas by postcode).
Working Hours and Conditions
* The University of Birmingham limits students to up to 20 hours per week during term time for a maximum of 13 consecutive weeks.
* If your course does not follow the usual academic term timetable, you and your supervisor must formally agree vacation periods if the role exceeds 20 hours per week.
* International students must apply to the Registry for authorised absence.
* Only current University of Birmingham students are eligible to apply.
* Right to work checks are required before work commencement.
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