Admissions Officer – External Relations -16669Z – Band 500
Admissions Office, Department of External Relations
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £23,699 to £25,458 with potential progression once in post to £29,471
Full Time/FTC until October 2021 to cover maternity leave
Closing date – 6th June 2021
This role is also open as an internal secondment opportunity which would need to be agreed by your current line manager.
Admissions is part of External Relations, which is the division responsible for delivering the University of Birmingham to the world and prides itself in seizing opportunities that will enhance the profile and reputation of the University. We communicate with many different audiences in order to build purposeful relationships internally, locally, nationally and internationally. We enable those who wish to apply to study with us to make informed choices and we implement pioneering approaches to student recruitment such as our sector-leading Offer Calculator.
You will play a key role in delivering a proactive, efficient and effective service throughout the applicant’s journey from application to being admitting as a student at the University. You will have responsibility for liaising with a wide range of internal and external stakeholders.
In order to flexibly use resource you may be given the opportunity to work in different areas of the department or wider University.
You will be responsible for receiving and processing applications to the University from initial application to registration. This will include using your judgment, expertise and knowledge to deal with queries, make decisions, issue offers, check that conditions related to the offer are met, and relaying final confirmation decisions. This will include:
assessing how well applicants meet the criteria, including prior study and/or whether overseas qualifications are comparable to the required UK qualifications;
assessing whether other non-academic requirements are met to a sufficient standard;
discussing criteria and applicants with Admissions Tutors;
discussing criteria with applicants who may enquire about their suitability for a course;
dealing with complex enquiries and taking action as required
ensuring decisions comply with internal (eg fitness to practice) and external regulations (eg right to study in the UK);
assessing the fee status of applicants, classifying them as home or overseas as appropriate;
issuing certificates to overseas applicants for visa purposes;
flagging any issues relating to overseas students to the University’s International Student Team for discussion before decisions are made;
communicating decisions to applicants (these are legally binding offers so accuracy is essential);
maintaining a good general awareness of qualifications and flagging any developments to your Team Leader.
The University has a large number of admissions routes with each having its own process, as well as a number of different systems for which training will be given. Once you have been trained on systems and processes you will be expected to work flexibly across admissions routes as required.
You will need to be alert to the possibility of fraudulent applications by thoroughly checking documentation and flagging up when issues are detected.
You will need to work at a high level of accuracy within agreed turnaround times and to agreed performance targets.
You will be expected to proactively make suggestions for improvements to the service offered.
You will be required to work collaboratively with a wide range of colleagues to provide a service that meets the demands of applicants and other stakeholders.
You will also support new members of staff within the office, sharing advice, guidance and best practice. You may be asked to supervise staff from time to time.
You may be asked to work on projects relating to the work of the Admissions Office and the identification of service enhancements.
You will represent Admissions at Open Days, and may occasionally be required to represent the University at Offer Holder Visit Days and HE Fairs, providing advice and guidance to pre-applicants and applicants. An Admissions Officer may also be required to assist with the winter and summer degree congregations.
You will be required to undertake any other duties as may be reasonably required by the Director of Admissions.
Supports equality and values diversity, moderating own behaviour to avoid unfair discriminatory impact or bias on others.
Educated to A level standard, or equivalent level 3 qualification such as a Level 3 NVQ, or level 3 national diploma or relevant work experience evidencing the skills and ability to undertake the role.
Minimum of grade C in Mathematics and English at GCSE or equivalent.
Ability to manage good working relationships with a wide range of stakeholders.
Highly proficient IT skills, and the ability to quickly learn new IT skills and software packages as required.
Proven ability to plan ahead and anticipate requirements, proactively planning own (and sometimes others’ workloads) to manage time effectively, progress tasks concurrently and work to deadlines.
Excellent verbal and written communication skills, including the ability to write for different audiences, and to required deadlines.
Excellent interpersonal skills. The postholder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.
Ability to understand policy and procedures and how to apply these.
Understands the importance of equality and diversity in the workplace.
Ability to identify and respond to equality and diversity issues in line with relevant policies and procedures
An understanding of the admissions, marketing and recruitment processes in the UK Higher Education sector would be an advantage but is not essential as full training will be provided.
Valuing excellence, sustaining investment
We value diversity and inclusion at the University of Birmingham and welcome applications from all sections of the community and are open to discussions around all forms of flexible working.