Role description

Department:Academic Services

Location:Grand Parade/Moulsecoomb/Falmer/Eastbourne/Hastings

Job title:Admissions Administrator

Post number:AS5091

Grade:4

Responsible to:Admissions Team Manager

Purpose of the role

Tocarry out a full range of administrative activities to assist with the smooth, professional and efficient running of the university’s admissions operation, principally by taking responsibility for the processing of applications for schools/courses. By using agreed admissions templates, the post holder makes decisions on undergraduate and postgraduate applications up to and including the offer and post offer stages, evaluating applications to reach decisions within prescribed timeframes, paying close attention to detail.

The post holder communicates external regulations and decisions clearly and concisely and with sensitivity where difficult decisions are to be communicated, seeking guidance from the Admissions Officer using initiative to resolve problems and own judgement to identify when appropriate to refer to more senior colleagues to resolve more complex cases.

The post holder is responsible for planning and prioritising work activity on a weekly basis, ensuring compliance with set deadlines.

Main areas of responsibility:

Time %
To provide an efficient and effective admissions service for student applications. To reach offer decisions in line with the relevant admissions templates on those applications, in a fair, equal, courteous and prompt way in line with university policy and to work closely with other work area colleagues (such as Academic colleagues) on non-standard applications. / 45
To provide a comprehensive range of general administrative services (which may be face to face, email and on-line), including processing and maintaining data, undertaking mandatory checks, producing letters and assisting with the transition from applicant to student, prioritising as appropriate to meet relevant timeframes. / 20
To support arrangements for selection/interview events, dealing with enquiries from applicants prior to their arrival and supporting any change or amendments needed to provide the best possible experience for an applicant. / 15
To assist in supporting high risk processes e.g. Clearing, as directed by the Senior Admissions Officer in a prompt, helpful and courteous manner, at key business times within the academic cycle. / 10
To keep up to date with national/sector regulations and legislation regarding admissions and to proactively monitor national advisory bodies in order to advise relevant stakeholders. / 5
To receive and respond to enquiries from colleagues and applicants regarding admission processes and procedures in a professional and sensitive manner, communicating any complex enquiries to senior colleagues for further consideration as appropriate. / 5
To work flexibly as part of a team, inducting and training new members of staff and covering for the work of colleagues as necessary to ensure a high standard of service is maintained.

Please note that all staff within Academic Servicesmay be expected to work specific weekends and outside of normal office hours (e.g. over the Confirmation and Clearing period, Open Days, Graduation Ceremonies etc.). It should also be noted that during exceptionally busy periods (e.g. January – March, August & September) it may be necessary to restrict annual leave.

The postholder may additionally be asked to undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post.

Selection Criteria

Essential

  • Good standard of secondary education or equivalent experience reflecting good numeracy and literacy skills.
  • Experience of working in a Higher Education administrative environment or customer facing environment.
  • Ability to plan and prioritise a range of work activities within service level agreements.
  • Ability to interpret, apply and communicate regulations and procedures, demonstrating sensitivity and diplomacy when communicating difficult information.
  • Ability to produce accurate written communications with close attention to detail
  • Ability to use standard computer programmes (Outlook, Word, Excel) and have experience of databases and on-line systems.
  • Able to work as part of a team, sharing good practice and developing effective professional relationships with colleagues.
  • Works proactively, collaboratively and flexibly with others to ensure effective service delivery.

Desirable

  • Experience of Higher Education Admissions processes
  • Good working knowledge of national tuition fee legislation and/or DBS policies and processes.