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Student Services Officer

This job posting was marked by employer as filled and is probably no longer available
Employer BIMM
Job Type Arts Administration CREATIVE SUPPORT ROLES
Location Dublin and the East
Closing Date 15th June 2018


Reporting to:  Head of Student Services

Contractual Hours:  37.5 hrs per week between the hours of 9am-6pm Monday to Friday

About BIMM Institute

BIMM, The British and Irish Modern Music Institute, has colleges in eight cities where music matters most – London, Berlin, Dublin, Brighton, Manchester, Bristol, Birmingham and Hamburg – and is proud to be the largest and leading provider of contemporary music education in Europe.

Our eight BIMM colleges have over 50 years’ experience between them in helping students launch successful careers in the music industry.

We offer a broad range of Higher and Further Education music courses – including BA Honours Degrees, nationally accredited Diplomas and Postgraduate Teaching Certificates. Our professional highly vocational and real-world courses include studies in guitar, bass, drums, vocals, songwriting, music production, music business, music journalism and event management.

Person Specification

The Student Services Officer will have a key role in supporting the Head of SS in ensuring that all aspects of the School’s Student Services provision, including pastoral tutorials, counselling, learning support, welfare awareness programmes and student representative programme are delivered in line with the requirements of our key educational partners and in order to support all students at BIMM Institute Dublin. The Student Services Officer will make a significant contribution to the on-going monitoring of all aspects of student progress including attendance, retention and achievement, and will ensure that timely and effective interventions are made to support students. The Student Services Officer will have a role in maintaining student records in line with new GDPR requirements.

Essential criteria 

  • Educated to degree level
  • Computer literate with an excellent knowledge of Excel and Word
  • Excellent interpersonal skills with the ability to communicate at all levels face to face and over the telephone
  • High level of accuracy in data inputting
  • Ability to work quickly and accurately under pressure

Desirable criteria 

  • Experience of working in Higher Education or with young people
  • Experience in a pastoral care role
  • Knowledge of learning support needs
  • Experience working in a learning support role


Student Support

a)    Monitor student attendance, intervening where necessary in a timely manner

b)    Hold individual pastoral tutorials with students where there is cause for concern or where the student has requested a meeting

c)    Ensure there is an accurate record of all tutorial notes and phone calls on UNIT-E

d)    Exercise discretion and confidentiality when dealing with student issues

e)    Adhere to Data Protection policies in line with new GDPR requirements

f)     Adhere to Data Protection policies in line with the Data Protection Acts of 1988 and 2003

g)    Ensure students with learning needs receive appropriate support in line with BIMM policy and that of the validating partner

h)    Liaise closely with tutors and the HE team where needed regarding student matters

i)      Ensure students receive accurate information regarding support services available within BIMM (and our education partners where relevant)

j)      Refer students to members of the teaching staff or the core Education team where there is a course/academic concern

k)    Oversee the retention of accurate attendance records

l)      Enroll and maintain student data on Unit-e and all other relevant systems

m)   Report on attendance, retention and achievement when requested and assist the Head of Student Services in the production of data-based reports

n)    Assist with the administration of withdrawals

o)    Assist with the co-ordination of the student representative system


a)    Work with the Examinations Team to ensure students are achieving to their highest potential.

b)    Assist in notifying students of exam times, feedback tutorials, and any/all other information.

c)    Meet with students where there is concern over achievement and possible failure of course.

d)    Assist with the Data entry of examination and assessment grades, including attendance at Exam Board meetings

e)    Assist with Exam invigilating when required.

3.  General Administration

a)    Maintain accurate and up to date student files

b)    Update BIMM policies and procedures on an annual basis, including the Student Manual.

c)    Cover reception when needed

d)    Answer student queries in a timely fashion via email

e)    General willingness to help out with other office-related tasks to support administrative processes

f)     Outside term times, be willing and available to assist all team members with administration of student records and any other duties

NB:  This is not a complete statement of all duties and responsibilities of this post.  The post holder may be required to carry out other duties in keeping with the nature of the post as directed by, and agreed with, the Principal.  


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