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Admissions Team Leader - Admissions

Employer
Global Academy Jobs
Location
United Kingdom
Salary
£27,025.00 - £33,199.00
Closing date
Jul 26, 2019

Job Details

Position Details

Professional Services, External Relations

University of Birmingham, Edgbaston, Birmingham UK

Full time starting salary is normally in the range £27,025 to £29,515. With potential progression once in post to £33,199 a year

Part time - 60% FTE

Permanent

Closing Date: 26th July 2019

Job Purpose

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

Staff management
  • The post holder will be involved in recruiting new staff to the team, as and when necessary. This will include short-listing applicants and being part of the interview panel which will make the final decision.
  • The post holder will be responsible for the training of all staff within their team (including final probation reports), using the services of the Team Leader with overall responsibility for training as and when appropriate, as well as continuous coaching and motivation of team members.
  • The post holder will set the performance expectations for the team and carry out Performance Development Reviews.
  • The post holder will deal with any issues of conflict or poor performance within the team, escalating these as necessary.
  • The post holder will work closely with the other Team Leaders in order to ensure the most effective use of staff resource across the office in pursuit of turnaround targets and to ensure that the office moves forward as collective whole.
  • The post holder will tackle instances of under-performance in a rigorous manner, intervening as soon as a possible problem becomes apparent and working with the Admissions Manager and HR throughout the process.


Process management
  • 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, Initial Teacher Training, PGT and PGR, enrolment forms, Birmingham International Academy (foundation and pre-sessional applications) and Dubai campus applications. A Team Leader is expected to be familiar with all of these routes and provide training and support on their use.
  • The post holder will be required to become an expert user of the database systems currently used in the Admissions Office including Banner and SITS.
  • As well as being an expert user of the systems used in the Admissions Office and being involved in the ongoing development and maintenance of the comprehensive training and procedural database, the post holder will also be knowledgeable about other systems and processes, such as visiting research students and study abroad.
  • The post holder is responsible for ensuring that his/her team meet their performance targets and as such will monitor the work of the team closely, analysing workloads and turnaround times, and moving work around as necessary or liaising with other Team Leaders if the workload is such that targets cannot be met and a cross-office approach is required.
  • The post holder will be required to report regularly to the appropriate Admissions Manager on performance against target, explaining any slippage from these and providing details of actions to be taken to redress the situation.
  • The post holder is responsible for ensuring that the requirements of fairness, consistency and transparency are met for all applicants and that the University is compliant with UKVI, UCAS, UCKISA and other external and internal regulations (such as the Code of Practice on Admission of Students).
  • The post holder is responsible for the overall management of fee status decisions, including ensuring that the process of assessing fee status is carried out fairly and in accordance with UKCISA guidelines, and that any queries and complaints are dealt with quickly and correctly.
  • The post holder is responsible for assuring the accuracy and quality of the work of all members of the team.
  • The post holder will also have a portfolio of programmes for which they are the lead contact and expert. This includes reviewing applications, making recommendations/decisions, issuing offers, dealing with applicant replies, managing fulfilment of conditionsand processing confirmation decisions, as well as issuing CAS (Confirmation of Acceptance for Studies) for Overseas students where errors could lead to visa refusals against our Tier 4 Sponsor licence.


Customer service:
  • The post holder is responsible for ensuring that their team meets its performance targets, especially those connected with the processing of applications within agreed turnaround times.
  • The post holder will maintain good communications with administrative and academic contacts within their College, across External Relations, and across other Professional Services.
  • The post holder is responsible for ensuring that the members of their team communicate in an appropriate manner with applicants and other stakeholders.
  • When required (and after taking all necessary advice), the post holder will communicate with applicants or colleagues in difficult or sensitive situations in order to prevent problems escalating to complaints.
  • The post holder will often have to deal with queries that have been escalated through a number of levels and will therefore need to deal with complex queries efficiently but with tact and diplomacy.
  • The post holder will be required to meet with incoming University contacts such as agents, NCUK staff, and visitors from other universities in their capacity as an 'Admissions expert'.


Collaboration across boundaries:
  • The post holder is required to work with colleagues across the Admissions Office (and across External Relations) to drive process improvements, sharing knowledge and best practice in order to provide a service that meets the demands of applicants, Colleges and other stakeholders.
  • The post holder will advise colleagues within (for example) recruitment teams and in Colleges about changes in processes or external requirements (e.g. UCAS, UKVI, fee status guidance, ATAS).
  • The post holder will ensure that their team works cooperatively with other teams in the Admissions Office, External Relations and the Colleges such that targets and priorities (which will change throughout the year) are met across the whole office. 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 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 for all the programmes for which the post holder's team has responsibility. A Team Leader will be expected to undertake simple analysis of such data and explain that analysis to colleagues.
  • The post holder may be required to represent the Admissions Office at both internal and external meetings and similar events, and will on occasion be required to deputise for the Admissions Manager and to represent them at meetings and other occasions.
  • The post holder will be required to meet with internal contacts from across the University and to co-ordinate shadowing opportunities in their capacity as an 'Admissions expert'.
  • The post holder may be required to take part in a range of external activities (including involvement in the arrangement of these), including but not limited to Open Days, HE Fairs, UCAS Fairs, Conferences, and fee status training. The post holder may also be required to assist with the winter and summer degree congregations.


Person Specification
  • 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
  • Substantial experience of employment in an office environment
  • Demonstrable evidence of exhibiting the values and behaviours consistent with the University and External Relations frameworks
  • Knowledge and experience of the admissions process in Higher Education
  • Experience of working to demanding deadlines and under pressure
  • Effective planning and organisational skills are required as the role will involve working on several tasks simultaneously.
  • Demonstrate leadership and the skills to be able to line manage staff
  • Ability to operate a variety of different and bespoke computer systems
  • Experience of process management
  • Excellent interpersonal skills including politeness, diplomacy, tact and courtesy.
  • Excellent communication skills and ability to deal with difficult and sensitive situations
  • Experience of managing and leading change
  • Experience of building open, trusting and effective partnerships based on mutual respect and understanding
  • Ability to manage good working relationships with a wide range of stakeholders
  • Experience of collaborative working to deliver high service levels
  • Ability to implement operational plans and to identify opportunities to improve processes
  • Attention to detail and accuracy
  • Flexibility and adaptability


For further information please contact Alexander Comis, A.M.Comis@bham.ac.uk

Company

Global Academy Jobs works with over 250 universities worldwide to promote academic mobility and international research collaboration. Global problems need international solutions. Our jobs board and emails reach the academics and researchers who can help.

"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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