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Admissions Officer - External Relations

Employer
Global Academy Jobs
Location
United Kingdom
Salary
£22,722.00 - £28,259.00
Closing date
Nov 20, 2019

Job Details

Admissions Officer, External Relations

University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £22,722 to £24,411, with potential progression once in post to £28,259

Full time. This is a FTC to cover maternity leave until 15th November 2020.

Band 500

Closing Date: 20th November 2019

Role Summary

To process applications to the University according to agreed policies and procedures and against agreed offer and entrance criteria. The work is essential to the financial well-being of the University and a high degree of accuracy is required. The post holder is required to keep up-to-date with the systems and processes used in the Admissions Office, both to process applications and those used to interact with outside bodies such as the Home Office, and to liaise and work closely with colleagues within academic Schools (e.g. Heads of School and Admissions Tutors), the Admissions Office, other parts of External Relations and wider Professional Services. The post holder is responsible for dealing with queries from a variety of stakeholders including pre-applicants, applicants, parents, teachers, and agents. The post holder plays a key role in delivering an efficient and effective service throughout the applicant's journey from pre-applicant to student.

Admissions is part of External Relations, which is the division responsible for delivering the University of Birmingham to the world and prides itself in seizing opportunities that will enhance the profile and reputation of the University. We communicate with many different audiences in order to build purposeful relationships internally, locally, nationally and internationally. We enable those who wish to apply to study on undergraduate and postgraduate courses to make informed choices and we implement pioneering approaches to student recruitment including our undergraduate unconditional offer scheme and our sector-leading Offer Calculator.

Main Duties

1. Processing applications
  • The post holder is responsible for processing applications for any admissions route to the University from initial application to registration. This includes reviewing applications, making decisions, issuing offers, dealing with applicant replies, managing fulfilment of conditions and processing confirmation decisions.
  • The University has at least 24 admissions routes and each has a bespoke process associated with it. They include, but are not limited to, UCAS, UCAS Teacher Training, PGT, PGR, enrolment forms, Birmingham International Academy foundation, pre- sessional, and Dubai campus applications. With appropriate training, an Admissions Officer will work on any entry route depending on the demands on the office.
  • The Admissions Office uses a number of systems, which are undergoing development and improvement on an ongoing basis. An Admissions Officer will be required to work with Banner for undergraduate applications, SITS for postgraduate applications, and other systems as required. Admissions Officers are expected to undergo training as systems change or are introduced.
  • Reviewing applications involves assessing applicant information and accompanying documentation against criteria agreed with an Admissions Tutor, and an Admissions Officer is expected to be able to discuss the criteria with Admissions Tutors as they are agreed and with applicants who may enquire about their suitability for a particular programme of study. Judgement has to be exercised as to whether and how well an applicant meets the criteria, whether prior study (indicated by examinations taken or to be taken as well as other study, including specific modules at postgraduate level) is sufficiently close to what is required, whether overseas qualifications are comparable to the required UK qualifications, and whether non-academic requirements are met at a sufficient standard. Where an applicant is offering non-standard qualifications the post holder will use multiple sources of information to assess the qualification and establish equivalency. An Admissions Officer is expected to use their initiative to bring to the attention of their Team Leader and colleagues any changes to overseas qualifications of which they become aware. As part of this process, an Admissions Officer will check that academic and other (e.g. English language) conditions have been met by assessing transcripts and other certificates.
  • The post holder will ensure that all decisions not only meet the agreed criteria but also that they comply with internal University regulations (e.g. fitness to practice) and with any relevant external regulations (e.g. right to study in the UK).
  • The post holder is responsible for communicating decisions to applicants, including offers, which are legally binding, within agreed time frames. Except on a random (quality assurance) basis, decisions and offers are not checked by any other member of staff once an officer has completed training.
  • The post holder will also assess the fee status of applicants, classifying them as home or overseas as appropriate. This has legal implications for the University and the assessment is based on a set of criteria administered by UKCISA.
  • It is the responsibility of an Admissions Officer to be aware of the possibilities of fraud and to take necessary precautions in order to ensure that fraudulent applications and documents are identified and the relevant staff within the Admissions Office are notified.
  • All work must be carried out at a high level of accuracy within agreed turnaround times and to agreed performance targets. The post holder is required to report regularly on performance against these criteria and to make suggestions for improvements to both the service offered to applicants and for the work of the office as a whole.
  • The post holder is responsible for adhering to UKVI regulations relating to the admittance of Overseas students to the UK. This includes assessing the suitability of such applicants against the regulations and informing the University's International Student Advisory Service of any cases that may contravene the regulations for further advice and guidance before making a decision on the application. An Admissions Officer is required to issue CAS (Confirmation of Acceptance for Studies) to Overseas applicants, which involves entering and checking detailed applicant information into the Home Office system. Any errors may result in visa refusals, which count against the University's Highly Trusted Sponsor status, without which it is not possible to admit and teach overseas students.

2 Collaboration across boundaries
  • The post holder is required to work with colleagues across the Admissions Office, External Relations, other Professional Services and Colleges to provide a service that meets the demands of applicants and other stakeholders. This requires very close team working within the Admissions Office in order to ensure that the section works effectively as a collective whole.
  • The post holder will support new members of staff within the Admissions Office, sharing advice and guidance as well as best practice. This will require formal training and coaching as is appropriate for new members of staff and for staff who are working on applications with which they are not familiar. An Admissions Officer may be required to undertake supervision of band 200/300 staff and of casual staff who may be employed in the office from time to time.
  • The post holder will work with colleagues across the Admissions Office and External Relations on various projects as and when the need arises. S/he will also provide such data as may be required on the programmes for which the post holder has responsibility. An Admissions Officer will be expected to undertake simple analysis of such data and explain that analysis to colleagues.
  • The post holder will be required to represent Admissions at Open Days, and may occasionally be required to represent the University at Offer Holder Visit Days and HE Fairs, providing advice and guidance to pre-applicants and applicants. An Admissions Officer may also be required to assist with the winter and summer degree congregations.

3 Customer service
  • The post holder is responsible for providing an efficient and effective service to applicants and to internal stakeholders, to agreed levels of performance.
  • The post holder is responsible for dealing with queries from a number of internal and external stakeholders (e.g. Contact Team, Admissions Tutors, teachers, careers guidance professionals) which involves giving complex information and expert advice and guidance.
  • The post holder is responsible for communicating decisions to applicants, and liaising closely with academic colleagues in Colleges and with colleagues within External Relations.
  • High standards of conduct and behaviour are required at all times, including when working in pressurised working situations such as Confirmation and Clearing. This will include dealing with a diverse range of stakeholders with varying needs and will require tact, diplomacy, and patience.


The post holder will be required to undertake other duties as may be required by the Director of Admissions.

Person Specification

Essential
  • Good level of education, preferably to degree level but at least to A level or equivalent (or substantial relevant experience) with a minimum of GCSE grade C in Mathematics and English
  • General knowledge of higher education
  • Demonstrable evidence of exhibiting the values and behaviours consistent with the University and External Relations frameworks
  • Experience of working to demanding deadlines and under pressure
  • Ability to identify opportunities to improve processes
  • Ability to operate effectively as part of a team
  • Ability to operate a variety of different and bespoke computer systems
  • Excellent interpersonal skills including politeness, diplomacy, tact and courtesy
  • Excellent communication skills
  • Ability to manage good working relationships with a wide range of stakeholders
  • Attention to detail and accuracy
  • Flexibility and adaptability
  • An understanding of the admissions, marketing and recruitment processes in the UK Higher Education sector may be advantageous, in particular the importance of the role in contributing to the successful recruitment and selection of students


Problem Solving/Decision Making

Without reference to others - Processing decisions (including legally binding offers), Fee assessment, Issuing CAS, Dealing with enquiries, Prioritising own work

After consulting others - Complex fee status decisions, Advising on new/non-standard qualifications, Prioritising work of other teams, Complex enquiries

Would be referred to someone else - Complaints and requests for reviews of decisions

Internal and External Relationships

An Admissions Officer is expected to have a good working relationship with the following people:
  • The rest of their Admissions Team, their Team Leader and their Manager.
  • Colleagues in the Contact Team, in Student Recruitment, and in External Relations in general
  • College contacts, both academic and professional
  • Colleagues in other parts of Professional Services, including but not limited to: Housing and Accommodation Services, Finance, Student Funding Office, Registry, ISAS
  • People external people with whom an Admissions Officer may come into contact including but not limited to Teachers, Parents, and Overseas Agents


We value diversity at The University of Birmingham and welcome applications from all sections of the community'

Valuing excellence; sustaining investment

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"The globalisation of higher education continues apace, driving in turn the ongoing development of the global knowledge economy, striving for solutions to the world’s problems and educating a next generation of leaders and contributors."

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