Job Title: / International Student Administrator
Department: / International
Grade: / Sixth Form Colleges Association (SFCA) Support Staff salary spine – Band 2 of SFCA, £16,804-17,946 per annum pro rata.
Hours/Days: / Part time – 21 hours Mon, Tue, Wed, Thurs (Job Share)
Contract:
Start date: / Permanent
ASAP
Responsible to: / International Students Manager
This job description complements that relating specifically to the post and Conditions of Service as laid down in SFCA Support Staff Handbook. These may be reviewed and amended in consultation with the post holder in the light of any changes in the requirement and priorities within the College.
Background Information:
The International Department has responsibility for the recruitment, admission and on-going support of international students from a number of countries.
The International Department office is a busy, customer-focused environment in which to work. An integral part of the role is to be the central point of contact for progressing applications from international students, maintaining records and databases relating to agent contracts, commissions and supporting the International Manager in her marketing activities.
As a member of a team, the administrator role will support all activities related to UKVI compliance regulations.
You will be a confident and sensitive communicator with significant administrative experience. Familiarity with and experience of international education/recruitment would be an advantage.
The International Administrator is part of a team of 4 staff; including a manager, co-ordinator and 2 administrators. The 2 part-time administrators share the responsibilities and duties for supporting international students, administration of our host family service, marketing and admissions support.
This post holder will have primary responsibility for all aspects related to our Marketing and Admissions responsibilities but will also be expected to provide support where needed for the Student Support and Host Family responsibilities.
Main Purpose of Role:
To assist the International Students Manager in providing an efficient and comprehensive service to support the International Department Office.
Key Duties & Responsibilities:
Primary Responsibility - Marketing and Enrolment Duties
1. Support the International Students Manager in marketing related activities preparing or adapting marketing materials for agents or students.
2. Participate in liaison visits to the college by agents and students – giving college tours.
3. Follow up enquiries from International applicants and agents as directed by International Students Manager.
4. Provide administrative support on admissions and interviews.
5. Organise initial visits to college for prospective students.
6. Respond to emails of new entrants as directed by the International Students Manager.
7. Organise language testing in relation to course entry requirements from March/April to July, as directed by the International Students Manager.
8. Organise and participate in the orientation week for new students.
9. Administer entry tests for new applicants.
10. Liaise with Finance, issue invoices for fee payment and payment of agents’ commission.
11. Issue CAS for new applicants.
12. Keep an on-going record with details of subject choice, fees paid, interviews and exams held.
13. Attend monthly meetings with the International Student Coordinator and the other 2 administrators.
Assistance with Student Support and Host family Service
14. Providing an effective, efficient and comprehensive administrative support service for the International Department. Specific tasks will include maintenance of database and spreadsheet records, production of letters for students to register with police or doctors, post collection and distribution, stationery ordering, photocopying and word-processing of general correspondence.
15. Preparing and distributing information to international students, responding to queries sensitively and professionally, by telephone and face to face.
16. Providing advice and support to students and host families regarding practical issues and cultural differences.
17. Assisting with the organisation of student-focused events, such as the welcome/orientation event and induction activities, as required.
18. Maintaining and updating the international student and host family filing system – ensuring the required immigration documentation for each international student (i.e. visa, passport and diploma) is current and present in the student files in accordance with UKVI/Home Office regulations.
19. Arranging advertising and marketing activities to recruit host families.
20. Allocating host families and liaising with existing and new students and agents by providing details of the host family, arrival and travel details.
21. Visiting and inspecting host families – the use of a car is essential.
22. Acting as an ID checker for DBS for all host family house occupants.
23. Dealing with general enquiries from students, agents, staff and other external organisations, using own initiative to deal with queries as they arise.
General Responsibilities
· To apply the College’s own Safeguarding policy and practices;
· To adhere to the College’s Equal Opportunities policy in all activities, and to actively promote equality of opportunity wherever possible;
· To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work Act (1974) and relevant EC directives;
· To participate in training and other learning activities and performance development as required;
· To undertake such other duties as may be reasonably expected commensurate with the level of the post.
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties of the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a re-evaluation of the grading of the post.
January 2017
Job Title: International Students Administrator
Essential / Desirable
Education,
Qualifications and Training / · Numeracy and literacy skills (GCSE or equivalent)
Experience and Knowledge / · Evidence of a high degree of computer literacy including word processing, spreadsheets and databases
· Proven secretarial / administrative experience of working in a busy office environment
· Good understanding and awareness of customer service skills and expectations / · Experience of working in ‘customer care’, preferably in a marketing/administrative capacity role for international students
· Experience of working in the Further and/or Higher Education sector
Skills and Abilities / · Effective organisation and administration skills with the ability to prioritise workload and meet deadlines
· Cultural awareness and sensitivity
· Excellent interpersonal and communication skills with the ability to deal with different external and internal stakeholders
· Ability to work independently and in a team environment with the capacity to show initiative and be proactive.
· Evidence of ability to work under pressure, great accuracy and attention to detail
· Fast and accurate data entry skills / · Ability to speak a second language at an advanced level
Other requirements / · A flexible approach to work and working hours to meet College needs, including occasional working on Saturdays
· An understanding of safeguarding and its importance within the college
· A commitment to equality of opportunity / · Full driving licence and use of own car
Varndean College has a commitment to safeguarding and promoting the welfare of students and expects all staff to share this commitment. All posts are subject to Enhanced Disclosure Clearance through the Criminal Records Bureau. Please note, candidates’ suitability to work with children and young people will be explored at interview.
General Terms and Conditions of Employment – International Student Administrator
1. Contract
The successful candidate will be offered a permanent support staff contract of employment.
2. Working hours/working weeks
This is a part-time full-year contract. The hours of work are 22 hours per week, Monday – Thursday. However, daily hours may be negotiated.
Salary
This post is paid at Band 2, point 18 of the SFCA Support Staff pay spine, currently £16,804 -£17,946 per annum pro rata. Salaries are paid monthly by BACS payment on the last working day of the month. The actual salary is £9,991.57.
3. Annual leave
Members of staff with less than 2 years' service receive 24 days holiday, plus 8 bank holidays and 2 extra statutory days over the Christmas period (pro rata for part-time staff).
4. Pension Entitlement
All employees automatically become members of the Local Government Pension Scheme unless they decide to opt out. Members of the scheme are required to contribute a percentage of their pensionable pay, according to their salary. Varndean College will make a further contribution of 18% of the pensionable pay.
5. Notice Period
You are entitled to 1 week’s notice for employment under 2 years and thereafter 1 week’s notice for each year of continuous employment up to 12 years. You are required to give 1 month’s notice.
6. Pre-employment Checks
This appointment is subject to satisfactory references, an enhanced DBS, health clearance, evidence of right to work in the UK and presentation of original qualification certificates (where required).
7. Protection of Children and Vulnerable Adults
The College is committed to safeguarding and promoting the welfare of children and vulnerable adults, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the DBS.
The nature of this post requires the College to undertake an enhanced Criminal Records check on the appointed candidate for any convictions which make it undesirable for the candidate to undertake this post. Under the terms of the check you are not entitled to withhold information about convictions which for other purposes are “spent” under the provisions of the rehabilitation of Offenders Act 1974.