Job Profile
Job Title / Admission and Data Officer
Reports to / MIS Admissions and Data Team Leader
Job Purpose / Providing support services and administrative duties to applicants, students and staff to enable students to apply, enrol and stay at the College.
To validate student data and ensure funding agency data compliance.
Dimensions / Staff None
Sites All
Systems All
Students All potential and current students
Budget 0
Principal Accountabilities / Supporting complete and accurate capture of data at any point in the learner journey from initial enquiry to collection of destination information after completion.
Facilitating and supporting provision of information to students prior to enrolment, by face to face, telephone, e-mail or other correspondence, including threshold information advice and guidance and facilitating the effective operation of the Colleges application, selection and enrolment processes.
Supporting the college processes and procedures relating to the maintenance of student records including (but not limited to Registers, Withdrawals, Transfers, Fees and Loans, examination entries, processing of results and destination data
Ensure compliance with all guidelines, processes and procedures issued by the College, Awarding Bodies, Funding Agencies and other relevant organisations (including Home Office) as appropriate.
Supporting the efficient and effective operation and administration of all Exams, Assessments and tests. Ensuring compliance with all relevant awarding bodies and college processes and procedures.
Provide a range of administrative duties to support the work of the wider college and internal and external service users.
Maintain a professional service at all times providing a face to face, telephone and online service to all customers of the College.
Liaise with a range of external contacts, including but not limited to agencies, schools, DWP, UK Border Control and employers.
Ability to work outside normal office hours as required, particularly to cover enrolment periods. Evenings and occasional Saturdays will be required.
Working as part of a team and assist in the delivery of the MIS Department’s service to staff and students.
Enrolment duties in September, on evenings and on occasional Saturdays as required by the Head of MIS & Exams.
Covering for other staff of the same level in periods of leave or absence.

This profile covers the core accountabilities within the role; however the postholder will be expected to undertake any other duties that may be required by the Head of Admissions.

Person Specification
Job Title / Admissions Officer
Education / Qualifications / Level 2 in English and Maths or equivalent (E)
NVQ 3 in Advice and Guidance (D)
NVQ Level 3 in Business Administration and/or Customer Service (D)
Educated to A-level or equivalent or higher (D)
Knowledge / Knowledge of best practice around customer service (E)
Knowledge of both online and offline office systems (E)
Knowledge of Microsoft Office (E)
Knowledge of Safeguarding, the Data Protection Act and Freedom of Information Act (E)
Knowledge of the further education sector (E)
Understanding of the need for and impact of inaccurate data input (E)
Experience / Experience in a customer/student facing environment providing a high quality information and advice service (E)
Substantial experience of providing high level administrative support (E)
Customer service experience - face to face, telephone, email and in writing (E)
Experience of a busy customer facing environment with multiple priorities (E)
Experience of accurate data entry (E)
Skills and Personal qualities / Demonstrable customer focused approach (E)
Positive and proactive attitude with the ability to cope with change (E)
Flexibility and a capacity to work under pressure to meet deadlines (E)
Good communication and interpersonal skills and the ability to foster strong and effective working partnerships with staff at all levels (E)
Ability to input data fast and accurately (E)
Ability to use databases, word processing, spreadsheets to at least an intermediate level (E)
High level oral and written communication skills (E)
Ability to convey complex messages, simply, to students (E)
Ability to cope with and manage change (E)
Ability to work autonomously and use initiative (E)

Commitments expected of all College staff

Equality Statement

Lewisham Southwark College is committed to ensuring equality of opportunity for all who learn and work here. We respect differences in race, gender/identity, ability, religion/belief, age, sexual orientation and class and are committed to removing conditions which place people at a disadvantage and to taking direct action to sustain a culture of zero tolerance of discrimination of any form. All employees are required to actively support and implement the College’s equality policies.

Health and Safety

Every member of staff has a duty to take reasonable care for the health and safety of her/himself and of anyone else who may be affected by what she/he does or does not do at work. All employees have a responsibility to ensure a safe and healthy work place and to comply with the College’s Health and Safety Policy and health and safety legislation.

At Lewisham Southwark College, a key priority is to maintain the safety and security of our campuses in order to support the delivery of outstanding teaching and learning. To do this, the College operates a Duty Management system. Duty Managers will:

·  provide a visible presence and engage with students

·  respond to any incidents that may arise

·  deal with any queries or complaints (where staff require assistance from a manager)

All staff at grade LC7 or those on spot salaries are expected to fulfil this key responsibility. Full training and support will be provided.

Safeguarding

All staff who teach, train or work regularly with children aged up to 18 and vulnerable adults are required to comply fully with legislation and College policies and practices to ensure learners are safeguarded and protected.

Competency framework

Lewisham Southwark College has developed a competency framework which is aligned with our values and underpins all recruitment, performance management and development processes. The core organisational competencies are:

·  Leadership

·  Self management

·  Flexible thinking

·  Understanding context

·  Customer orientation

·  Collaborative working

·  Delivering value

·  Communicating with impact