Job Title: Undergraduate Admissions
Co-ordinator / Post holder :
Reporting to: Tutorial & Admissions Manager
Main Purpose of Role/Overview :
The roleprovides administrative support to the Admissions Tutor and the Graduate Tutor for all aspects of the admissions process for all students, and is supported in this by the two Admissions and Tutorial Secretaries. The post-holder will deputise for the Tutorial & Admissions Manager during periods of leave.
Main Responsibilities, duties and standards of performance:
Undergraduate admissions process and management of offer-holders
  • Respond to admissions enquiries from potential applicants, parents and teachers.
  • Undertake the detailed administration of the undergraduate admissions process:-
  • Schedule and co-ordinate admissions interviews in consultation with the Admissions Tutor and Directors of Studies
  • Recruit and brief undergraduate helpers for the interview period
  • Accurately enter and update applicants’ records (including maintaining records via CamSIS, the University’s student database)
  • Communicate admissions decisions to applicants, send feedback provided by the Admissions Tutor, and deal with responses where appropriate
  • Compile and send information as needed to offer-holders
  • Assist offer-holders with any Disclosure and Barring Service (DBS) checks, applications for financial support and visa applications, and provide information to the relevant University offices.
  • Maintain admissions information and the admissions pages on the College website. Inform the University of any changes for their website.
  • Assist with the updating of College admissions information:
  • College Prospectus
  • Handouts for applicants
  • College entry in the University prospectus
  • Tripos Guides
  • Compile statistical information on applicants and outcomes to assist the Admissions Tutor in preparing reports for Governing Body and College Council meetings

Outreach and widening participation
  • OrganiseOpen Days and other admissions recruitment events:-
  • Administer booking system
  • Draft programme (with Admissions Tutor)
  • Recruit student helpers
  • Liaise with other departments regarding all practical arrangements
  • Arrange individual visits to the College by potential applicants if requested
  • Maintain computerised record systems for admissions and admissions-related contacts (prospective applicants, schools/colleges)
  • Training and day-to-day supervision of the Schools Liaison and Outreach Officer (who co-ordinates all other widening participation and outreach events)

Tutorial work
  • Carry out projects and research for the Senior Tutor or Tutorial Manager
  • Visa administration: checking documents and registering attendance in accordance with UKBA regulations
  • Assisting colleagues in the Tutorial and Admissions Office to help manage overall workload
  • Ensure the smooth running of the Tutorial & Admissions office by deputising for the Tutorial & Admissions Manager in their absence

General responsibilities
  • Liaise with Senior Members of the College, colleagues in the Cambridge Admissions Office (CAO) and other Cambridge colleges:-
  • Attend Admissions Administrators’meetings and other working groups as appropriate
  • Provide support, information and advice to other College departments on developments in admissions policy and practice
  • Maintain familiarity with University admissions and national Higher Education policies
  • Provide information on request about undergraduate admissions to the University Registry and other official bodies, and provide information related to FoI requests
  • Maintain an up-to-date calendar of the annual cycle of Admissions activities
  • Ensure the smooth and continued operation of the undergraduate admissions process in the absence of the Admissions Tutor
  • Assist the Admissions Tutor in maintaining the Admissions budget, in liaison with the Bursary
  • Requirement to be available to work at the following times:
  • immediately before and after the publication of A-level results in mid August
  • the annual induction weekend in early October
  • various open days through the year (some Saturday work)
  • various Congregation dates (some Saturday work).

The above is not an exhaustive list of duties. The post-holder may be asked to take on different tasks as required and all employees are expected to work collaboratively to support the overall work of the College.
Significant internal/external relationships:
Conference Office, Porters’ Lodge, Catering and Housekeeping departments.
Cambridge Trusts
Cambridge Admissions Office
Directors of Studies, Senior Tutor
All other College Admissions Offices

Person Specification

Essential

/

Desirable

Qualifications, experience and
background /
  • A minimum of GCSE English Language and Maths at grade A. Educated to A-level standard or equivalent experience.
/
  • Educated to degree level or equivalent experience
  • Experience of the University collegiate system
  • Experience of undergraduate admissions at Cambridge
  • Knowledge of the UK secondary education system

Specific knowledge/skills
(technical) /
  • Experiences of using databases
  • Experienced user of Microsoft packages including Word, PowerPoint, Outlook and Excel spreadsheets
  • Excellent organisational skills, prioritisation and planning of work to meet firm deadlines
  • Excellent standard of written English
  • Ability to draft clear and succinct correspondence and papers

Personal attributes /
  • Attention to detail and pride in getting things right
  • Ability to multi-task and prioritise
  • High level of accuracy
  • Good communication skills
  • Pleasant telephone manner
  • Positive attitude to work
  • Helpful and friendly approach when working with a wide range of people
  • Ability to work calmly and accurately under pressure

Team and management skills /
  • Ability to work individually with initiative but also to work in a team

Other /
  • A willingness to work flexibly within a fast changing environment where occasional weekend work will be necessary

Main Terms and Conditions of Employment:

The appointment is subject to an initial probationary period of six months, which may be extended at the College's discretion.

The post is full-time based on 37.5hours per week, Monday to Friday. In addition, the post-holder may be required to work on a weekend at the start of the academic year, on occasional Saturday Open Days (no more than three per year) and also on Saturdays when degree ceremonies take place (no more than five per year), for which plenty of notice and time off in lieu will be given. The salary, according to qualifications and experience, will be equivalent to point 41 on the University's Single Spine, for which the present rate is £31,604 per annum (based on 37.5 hours per week).

Holiday entitlement will be 25 days per year, plus 8 public holidays. It may be necessary to work on public holidays which occur during Term time.

Under the rules of Auto Enrolment the post holder will be enrolled in the Universities Superannuation Scheme.

The post is subject to the Newnham College Staff Handbook (June 2016) and Policies & Procedures (November 2017); and subsequent updates which may be amended by the College from time to time.

The post-holder will be entitled to one free meal per day when on duty (when the catering

Department is open).

Offer of employment: any offer of employment will be made subject to references satisfactory to the Colleges and proof of your ability to work in the UK.

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