Admissions Support Officer Jobs Vacancy at University Edinburgh Edinburgh
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Admissions Support Officer Jobs Vacancy at University Edinburgh Edinburgh Jobs Details:
We are seeking an Admissions Support Officer to join the team responsible for undergraduate admissions to the College of Arts, Humanities and Social Sciences. You will work as a member of the team to ensure that all areas of undergraduate recruitment, selection and induction are properly, professionally and efficiently managed. You will be responsible for matters relating to selection and admission for around 3,500 applications within at least two of the College’s twelve Schools. This will require you to liaise on a regular basis with enquirers and applicants from a variety of backgrounds and also with schools and colleges in the UK and abroad. You will also provide expertise and advice and play a role in the development of the College’s strategies and policies for undergraduate student recruitment and admission.
You will also help support international conversion activity.
You must enjoy working in a team environment and be able to work independently. You should have a flexible approach to working; attention to detail and excellent communication and organisational skills.
This is a full time (35 hour per week), fixed term post ending on 31 May 2020.
Salary: £27,285 - £31,604 per annum
Closing Date: Tuesday 31st July 2018, 5pm GMT.
1. Job Details
Job title: Admissions Support Officer (fixed term until 31 May 2020)
School/Support Department: College of Arts, Humanities and Social Sciences
Unit (if applicable): Undergraduate Admissions Office
Line manager: Deputy Head of Undergraduate Admissions
2. Job Purpose
- To work as part of the Undergraduate Admissions team working to ensure that all areas of undergraduate recruitment, selection, administration and are properly, professionally and efficiently managed.
- To provide expertise and advice to all key stakeholders, demonstrating a strongly developed sense of service and a student focussed approach.
- To help support key Undergraduate Admissions specialist areas and functions i.e. International conversion activity.
3. Main Responsibilities
(Approximate % of Time)
- Manage admissions to some of the programmes within the 11 Schools in the College of Arts, Humanities and Social Sciences, supporting the decision making process on all applications for these Schools in line with the College admissions policy, exercising professional judgement in interpretation of university and college admissions policy and of international qualifications; monitoring offer and acceptance statistics to ensure that intake targets are met; making decisions at confirmation of examination results. (30%)
- Handle non-standard enquiries on study and entrance requirements from school leavers, adult returner students and particularly international students; meet with applicants to provide specialist advice, handle requests for feedback on unsuccessful applications and respond to complaints and appeals from applicants, parents and schools. Liaise with academic heads of Subject Area, Programme Coordinators for post holder’s Schools on admissions-related matters such as selection procedures, admissions requirements, non-standard entry routes, transfers from other universities, new degrees etc. Assist the UG Admissions Office in enhancing information management to Schools. (30%)
- To provide specialist support for international applicants: (30%)
- Duties related to this task will be undertaken throughout the year, some independently, others overseen by the Deputy Head of Office.
- Enhance UG Admissions office processes and support services to international applicants.
- Liaise with Edinburgh Global on priority recruitment areas; develop specialist knowledge for overseas recruitment markets related to own areas of responsibility and help to colleagues in selection decisions
- Working closely with the Immigration Compliance Team and our own UG Admissions Office team to manage the UKVI compliance processes.
- Work with Admissions Officers to review and investigate non-standard qualifications in the UK, EU and overseas. Conduct desk-based research using existing knowledge of professional networks to identify the relevant information that can be used by the Undergraduate Admissions Office to inform admissions policy decisions.
- Assisting the Deputy Head and Admissions Officers throughout the recruitment cycle with tasks as deemed appropriate. (10%)
- Other duties as directed by Head or Deputy Head of the Undergraduate Admissions Office.
4. Planning and Organising
- Work with the other Admissions Support Officers, Admissions Officers and Admissions Administrators to ensure that tasks are prioritised and completed in time to meet the objective of providing an effective and efficient undergraduate admissions service.
- Attend Open Days, Post Offer Visit Days, Parent Information Sessions and other internal and external recruitment events as required, representing the University in a professional manner. Give face-to-face, accurate information to all who attend, following up any complex queries afterwards.
- Ensure that turnaround times on applications are met, ensuring optimal conversion to the University.
- Be responsible for planning own workload, determining priorities and resolving potential conflicting timescales.
- When planning the day to day workload, retain the capacity to organise time to complete stand-alone projects in area of specialist support.
5. Problem Solving
- Interpret standard applications from overseas applicants, researching novel qualifications and/or situations.
- Use knowledge and expertise of the management information software (BI Suite) to produce regular management reports on application statistics for UG areas. Be able to either independently, or with direct recourse to University colleagues in Student Systems and IS, resolve any issues that may arise with problems in this area.
- Identify and propose improvements to current processes for CAHSS UG Admissions Management Group to consider and potentially implement as part of an ongoing review of the service.
6. Customer Service
- Be responsible for providing a first class service to any potential applicants and their advisors.
- Independently manage enquiries by resolving issues as far as possible and being able to recommend alternative solutions if one is not immediately obvious.
- Provide the same levels of service to internal as well as external customers.
- Being a welcoming first point of College contact for enquiries from applicants and staff via phone, email, EUCLID portal or personal callers.
- Represent the College UG Admissions Team at meetings that may be delegated by the Admissions Officers or the Head/Deputy of Undergraduate Admissions, providing timely feedback to the rest of the team.
- Develop relationships with key colleagues in Schools and the central support services, being mindful of the reputation of the unit in all communications.
7. Decision Making
- Make admissions decisions on applicants holding qualifications within our standard, published entry criteria – including international, FE and Access qualifications – in accordance with the University’s Admissions Policy.
8. Key Contacts/Relationships
- Applicants and their advisors (parents, teachers, agents, careers advisers).
- Academic and administrative colleagues in Schools within the College.
- The Head of Admissions and Head of UK and EU Recruitment (in Student Recruitment & Admissions) on all matters relating to the integrated admissions service.
- Admissions Managers (in Student Recruitment & Admissions)
- Colleagues within the Undergraduate Admissions Office, Student Recruitment Team, Edinburgh Global, UCAS, Lothian Equal Access Programme for Schools, Scottish Wider Access Programme into Higher Education.
- Senior Management and Academic Community in CAHSS.
9. Knowledge, Skills and Experience Needed for the Job
- A degree plus some relevant work experience or a HNC/HND or equivalent plus typically a minimum of 3 years’ relevant work experience, or broad experience (typically a minimum of 5 years), acquired through a combination of job related training and considerable on-the-job experience, demonstrating development through involvement in progressively more demanding relevant work/roles.
- Experience of working within the education sector, preferably within an admissions, recruitment, marketing or communication environment.
- Working knowledge and demonstrable understanding of school and post-school (FE and HE) qualifications, across the UK, EU and outside of the EU.
- Experience of marketing and/or conversion work within an education environment.
- Experience of working with software packages.
- Proven track record in customer relationship management.
- Ability to exercise tact and diplomacy when dealing with sensitive situations.
- Proven administrative skills.
- Ability to communicate effectively in writing and in person.
- Ability to work independently and under pressure.
- Flexible attitude and willingness to challenge existing practices in creative ways.
- Awareness of the UKVI regulations surrounding Tier 4 visas.
- Awareness of the issues surrounding recent changes to Fees legislation within the UK and EU.
- Experience of project management within an education environment
- Experience of issues surrounding English language for non-native speakers of English for the purposes of University admissions.
- Knowledge of the portfolio of UG programmes offered across the College.
- Experience of using SITS software for the purposes of admissions.
- Working knowledge of web and social media.
- Medium to advanced level of knowledge in Excel.
The Office has 1 Head of UG Admissions; 1 Deputy Head of UG Admissions; 1 Student Recruitment and Conversion Officer; 8 Admissions Officers; 3 Admissions Support Officers; 2 Admissions Team leaders each leading a team of 6 Admissions Administrators, and 2 Admissions Administrators (Customer Service & Liaison).
The Office received over 41,000 applications for entry to the c.400 CAHSS UG degrees in the 2017 cycle.
We normally deal with large volumes of enquiries per cycle such as over 17,000 requests from unsuccessful candidates for feedback on their application and around 30,000 enquiries on how to apply.
The post holder must apply detailed knowledge of admissions policy and procedures in the context of an Office which has an extremely high public profile. The admissions work has three separate pools or strands of applicants (Scottish and EU, Rest of UK, and International); managing these three, with their different entry pressures, between c.400 degree programmes and 11 Schools, adds considerably to the complexity of the Office. It is imperative that the post holder maintains the highest level of professional standards at all times.
11. Job Context and any other relevant information
Undergraduate admissions operate in the context of rapidly changing applicant profiles and applicant behaviour in response to developments at local, national and international levels. The office policies and procedures must therefore be flexible and are updated on a regular basis. The post requires considerable flexibility with the ability to respond to the need for rapid change. The post holder is expected to contribute to the office management, and review of procedures in order to ensure that all work is executed in an efficient and timely manner and in particular applications are dealt with efficiently and fairly. It is vitally important that the Office continues to meet the extremely high expectations of its customers and of colleagues throughout the institution. It is therefore essential that College Undergraduate Admissions Office delivers a high quality service with fair, transparent and auditable procedures which adhere to the University’s admissions policies.
All applicants should apply online by clicking the apply link at the bottom of this and submitting an up to date CV. The application process is quick and easy to follow, and you will receive email confirmation of safe receipt of your application. The online system allows you to submit a CV and other attachments.
You will be notified by email whether you have been shortlisted for interview or not.
The closing date is 5pm GMT on Tuesday 31st July 2018.
Eligibility to Work
In accordance with UK legislation the University of Edinburgh, as an employer, has a legal responsibility to prevent illegal working and therefore must check that all employees are entitled to work in the United Kingdom (UK).
To do so, the University requires to see original documents evidencing right to work in the UK before commencement of employment and this is normally carried out at interview. Details will be provided in any letter of invitation to interview.
For further information on eligibility to work please visit our eligibility to work website
In the circumstances where the vacancy does not meet the UK Visas and Immigration (UKVI) criteria for sponsorship the successful applicant must have the existing right to work in the UK or individual circumstances which enable permission to work to be obtained.
For further information about whether you require a visa and other visa routes please visit the GOV.UK website
Conditions of Employment
This role is grade UE06 and therefore the post holder is automatically included in membership of the Universities Superannuation Scheme (USS), subject to the USS membership criteria, unless they indicate that they choose not to join the Scheme.
For further information please visit our Pensions website.
The role is grade UE06 and attracts an annual salary of £27,285 to £31,604 for 35 hours each week. Salary is paid monthly by direct transfer to your Bank or Building Society account, normally on the 28th of the month. Salaries for part-time staff are calculated on the full-time scales, pro-rata to the Standard Working Week.
The University reserves the right to vary the candidate information or make no appointment at all. Neither in part, nor in whole does this information form part of any contract between the University and any individual.
The administrative support structure of the College is led by the College Registrar, with Teams covering Academic Affairs; Admissions (Undergraduate, Visiting and Postgraduate); Estates; Finance; Human Resources; Knowledge Exchange, Research; Resources and Web Development.
The College Office hosts the College-wide Institute for Advanced Studies in the Humanities (IASH), which is an important framework for interdisciplinary work across the humanities and social sciences.
The College also hosts the Centre for Open Learning (COL) which provides part time and short courses during the day and evenings for a range of members of the local community, from people returning to learning, to professionals seeking to develop their skills. (COL) incorporates the University’s Languages for All centre, offering a wide range of language support for our students.
To find out more about the College Office and IASH please visit our websites:
Research Excellence Framework 2014 (REF2014)
The College operates at the highest levels of international quality across a very wide range of disciplines in the arts, humanities and social sciences and submitted the work of more than 750 staff to 23 Units of Assessment in the Research Excellence Framework 2014. The College achieved a superb result, combining a large-scale, broad and diverse submission with very high quality outcomes: 86% of its research impact and 76% of the overall quality profile were assessed as world-leading (4*) and internationally excellent (3*). Using the widely used Research Power index (which combines the submission's overall score for 3* and 4* work with the volume of staff submitted), 12 of the College’s Units were ranked within the top five in the UK, and 18 were ranked first in Scotland. With an assessment of more than 95% at 3* and 4*, we're particularly proud of the outstanding research environment we create for staff and research students.
The latest Research Excellence Framework highlighted our place at the forefront of international research. This adds to our international reputation for the quality of our teaching and our student experience excellence. The University is proud of its success with online teaching initiatives, with 2550 students currently studying its online distance learning postgraduate programmes, and a total to date of more than 2 million enrolments for Edinburgh MOOCs.
As a member of staff, you will be part of one of the world's leading universities, with 20 Schools spread over 3 Colleges that offer more than 1600 undergraduate and 600 postgraduate programmes to over 35,000 students each year. Professional services are critical to this success as well as our world-class teaching, research and student facilities. In fact, we are one of the top employers in Edinburgh, with over 13,000 people spread across a wide range of academic and supporting roles.
As a world-changing, world-leading university, we offer an exciting, positive, creative, challenging and rewarding place to work. We give you support, nurture your talent, develop and reward success and integrate academic, professional and personal career goals, as well as give your career the benefit of a great and distinguished reputation. In addition, our employees benefit from a competitive reward package and a wide range of staff benefits, which include generous holiday entitlement, a defined benefits pension scheme, staff discounts and much more. Access our staff benefits page for further information and use our reward calculator to find out the total value of pay and benefits provided.
The University of Edinburgh holds a Silver Athena SWAN award in recognition of our commitment to advance gender equality in higher education. We are members of the Race Equality Charter and we are also Stonewall Scotland Diversity Champions, actively promoting LGBT equality. The University has a range of initiatives to support a family friendly working environment, including flexible working and childcare vouchers. See our University Initiatives website for further information.
University Family Friendly Initiatives
The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336.