Faculty Admissions Coordinator

JOB DESCRIPTION

Faculty Admissions Coordinator,

Vacancy Ref: XXXX

Job Title:Faculty Admissions Coordinator / Present Grade:4S
Department/College:Click here to enter text.
Directly responsible to:Faculty Admissions Officer(FAO)
Supervisory responsibility for:NA
Other contacts
Internal:
Departmental academic and support staff in the Faculty, particularly Heads of Department and Departmental Officers; Colleagues in the Central Admissions Team (CAT); International Office and recruitment teams ; Admissions colleagues in other Faculties; Colleagues in Marketing; Registry; Accommodation and the library.
External:
Student Applicants, Funding Councils and other external enquirers or callers etc.
Major Duties:
To provide administrative support for all aspects of the Faculty’s admissions process, reporting to the Faculty Admissions Officer.

Enquiry management and analysis

To provide support for the admissions process for the Faculty programme(s), acting as the first point of contact (answering initial enquires) and directing enquiries to departments, liaising the Programme Directors or teams as appropriate.
To assist with advising applicants on programme choices and other aspects of the admissions process.
To maintain management information on enquiries using the Customer Relations Management (CRM) system.

Applications management

To process applications (ie collate application documents, log details into the admissions database, acknowledge receipt of the application and forward it to FAO) efficiently in line with the quality standards and time-scales in the Service Level Agreement.
To provide advice and support to applicants throughout the admissions process.
To reply to standard admissions mail, and refer non-standard mail to FAO on a daily basis.
To receive and process application forms, forwarding theapplications to relevant departmental staff.
To provide advice and information to departmental staff on overseas institutions and qualifications, non-standard applications and English language scores, as appropriate
For standard applications, making recommendations to the Faculty Admissions Officer on offers in line with the ‘entry criteria’ database. For applications or non-standard applications, to receive and process recommendations from departments.
To communicate decisions to candidates generally by email and/or pdf letters, however, where appropriate, to correspond by post (letters) when required e.g. visa letter.
To maintain records on the database of applications received, offers made and uptake.
To be responsible for sending out appropriate correspondence to applicants regarding scholarships, etc. and liaising as appropriate with the Central Admissions Team.
To facilitate other parts of the application process, such as, processing deposits and carrying out secretarial support for interviews, such as organising meeting rooms, refreshments and time-table.
To ensure, in conjunction with programme teams, that prospective students receive appropriate pre-arrival information and that all vital documentation (English language certificates) has been verified and essential procedures have been carried out prior to enrolment.
To issue Visa letters.

Conversion

To assist in conversion activity from: enquiry to application; application to offer; offer to acceptance; and acceptance to registration in conjunction with programme teams.

Marketing/recruitment events

To assist with Open Days, University Visit Days and recruitment fairs.

Provision of management information

To maintain the relevant databases for prospective students including personal details and admissions status and decisions.
To use the relevant databases in order to produce detailed monthly admissions reports for use by the programmes.

General:

To attend relevant working groups/committees at faculty or university level, providing feedback to faculty, departments and programme directors.
To work with colleagues (including working groups) in reviewing and updating admissions procedures and systems in order to ensure a high level of customer service to both applicants and staff.
To deputise for the Faculty Admissions Officer where appropriate, eg attending meetings.

Any Other Duties

To undertake any other duties, or training and development, appropriate to the grade of the post, as required by the Faculty Admissions Officer or the Faculty Manager or his/her delegate.