Last updated: December 2015
JOB DESCRIPTION
Post title: Senior Administrative Officer - Recruitment and Admissions Team Academic Unit/Service: Student and Academic Administration (SAA) Faculty: Career pathway: Management, Specialist and Administrative (MSA) Level: 3 *ERE category: Posts responsible to: Faculty Academic Registrar/Registry Manager (MSA 5) Recruitment and Admissions (R&A) Team Leader (MSA4) Posts responsible for: Supervision of the activities performed by: Recruitment and Admissions, Administrative Officers (MSA 2B) Recruitment and Admissions, Administrative Assistants (MSA 2A) Casual/temporary staff at peak times [e.g. invigilators, help desk, clearing hotlines] Post base: Office-based
Job purpose To supply an effective and efficient service to beneficiaries and stakeholders, applying a detailed knowledge of systems and processes within Recruitment and Admissions.
To establish and maintain effective working relationships with Management, Specialist and Administrative (MSA), Technical and Experimental (TAE) and Education, Research And Enterprise (ERE) staff in the Faculties and other Professional Services to ensure that agreed standard processes are implemented.
To be proactive in identifying improvements to service, processes and systems highlighted through the collection of feedback, evaluation and benchmarking.
Key accountabilities/primary responsibilities % Time 1. To apply a detailed understanding of Recruitment and Admissions policies, processes and 20% systems to ensure that activities are delivered accurately, efficiently and by agreed deadlines, and to identify potential improvements for further investigation. 2. To lead on delegated responsibilities for the organisation and delivery of a set of the functional 20% activities listed in Appendix A and to build and maintain knowledge of the business processes and flows ensuring team integration, spread of knowledge and workload equivalency. 3. To work collaboratively with staff in the Student and Academic Administration workstream and 15% other Professional Services to ensure that shared responsibilities for Recruitment and Admissions processes are discussed and equitable arrangements agreed. This will involve gaining a greater understanding of institutional developments, student-centred and customer service approaches. 4. To oversee and coordinate own work and the work of the administration team in the provision of 15% an agreed level of service to beneficiaries. To ensure the consistent planning and prioritisation of short and medium term work activities in response to agreed deadlines, reporting progress to the Team Leader. 5. To ensure that the work is completed accurately and that quality standards are maintained. To 10% resolve qualitative issues, escalating to the Team Leader as appropriate. 6. To apply agreed customer-focused service standards to all students and stakeholders. To 10% monitor progress on agreed service standards, reporting significant issues to the Team Leader. 7. To identify training and mentoring needs, including Personal Performance and Development 5% Reviews (PPDRs), facilitating support and guidance as necessary, to ensure that the design and delivery of agreed processes for R&A meets the needs of beneficiaries, reporting any significant issues to the Team Leader. 8. To be flexible and adaptable in the approach to work routines, undertaking other tasks, roles and 5% duties within the Student and Academic Administration workstream as may be assigned. 9. Any other duties as allocated by the line manager following consultation with the post holder.
03a5589bd472e24d35e183b8b7c91cd3.docx 1 Internal and external relationships Active collaboration with Academic and MSA Staff in the Faculty with responsibility for Recruitment and Admissions. Active collaboration with teams within Student and Academic Administration Registry and other Professional Services e.g. Student Services and the International Office. Communication with other job families, e.g. ERE academic staff. Communication with external stakeholders e.g. Student Loans Company, NHS Student Grant Unit. Casual staff and groups of temporary staff during peak periods. Special Requirements Commitment to the integrity and confidentiality of all relevant data and processes. Flexibility to take leave outside peak times in negotiation with the Manager/Team Leader. Occasional antisocial and/or weekend working. Enhanced (Child) level DBS clearance.
PERSON SPECIFICATION
How to be Criteria Essential Desirable assessed Qualifications, knowledge Either: Application and experience: Possess A Level, HNC, NVQ3 or equivalent. Or: Broad work experience acquired through a combination of job related training, considerable on the job experience, demonstrating development through progressively more demanding work roles. Customer Service Skills. Planning and organising: Capacity to organise data and Application, schedule events, activities and Interview and resources and ensure they run References smoothly. Plan and prioritise own short and medium term work activities within guidance offered by the Team Leader. Monitor timescales and resources and report to the Team Leader issues which 03a5589bd472e24d35e183b8b7c91cd3.docx 2 cannot be resolved within standard daily operation. Problem solving & Ability to acquire and apply initiative: comprehensive knowledge of Recruitment and Admissions processes, procedures and Application, systems; use initiative and Interview and judgement to resolve daily References problems within the team and guidance offered by the Manager/Team Leader. Ability to acquire clear understanding of the quality and standards required for the Application and delivery of Recruitment and Interview Admissions in a customer focussed organisation.
Management and Contribute to team behaviours Interview and teamwork: and interact effectively and References sensitively with peers. Build effective social networks across Student and Academic Administration work stream and Professional Services; sustain productive workplace relationships for the long term. Be flexible and adaptable in approach to work routines, be able to adapt quickly to change; be open to working with different teams/individuals as the business demands.
Communicating & Effective partnership working Interview and influencing: and interpersonal skills are References essential including : Capacity to speak to groups and individuals and explain processes clearly and concisely; and to write in a clear and factually/grammatically accurate way. Demonstrate adequate preparation for meetings so that time is used effectively. Demonstrate confidence and positive commitment to the University’s ways of working and explain these to all staff. Service Delivery: Evidence of a commitment to Application, delivering services that add Interview and value from the perspective of References the students and key staff. Proactive approach to following the standards set for all staff
03a5589bd472e24d35e183b8b7c91cd3.docx 3 and engagement in sharing best practice across the Team. Maintain receptiveness to new ideas and approaches. Engage in appropriate training and staff development to ensure knowledge and skills are always up to date. Capacity for patience and tolerance with large numbers of staff particularly when working under pressure. Information Technology Be a proficient database user; Be a proficient Application and Skills: be fully conversant with user of the Banner Interview Microsoft Office suite of student record products. system. Be proficient in using web based I.T solutions.
Special requirements: Maintain the confidentiality of Interview all data and materials at all times. Be flexible enough to avoid taking leave during peak times for the team Flexibility to undertake other duties as required by the Team Leader.
03a5589bd472e24d35e183b8b7c91cd3.docx 4 JOB HAZARD ANALYSIS
Is this an office-based post?
☒ Yes If this post is an office-based job with routine office hazards (e.g.: use of VDU), no further information needs to be supplied. Do not complete the section below.
☐ No If this post is not office-based or has some hazards other than routine office (e.g.: more than use of VDU) please complete the analysis below. Hiring managers are asked to complete this section as accurately as possible to ensure the safety of the post-holder.
## - HR will send a full PEHQ to all applicants for this position. Please note, if full health clearance is required for a role, this will apply to all individuals, including existing members of staff.
Occasionally Frequently Constantly ENVIRONMENTAL EXPOSURES (<30% of time) (30-60% of time) (> 60% of time) Outside work Extremes of temperature (e.g.: fridge/ furnace) ## Potential for exposure to body fluids ## Noise (greater than 80 dba - 8 hrs twa) ## Exposure to hazardous substances (e.g.: solvents, liquids, dust, fumes, biohazards). Specify below:
Frequent hand washing Ionising radiation EQUIPMENT/TOOLS/MACHINES USED ## Food handling ## Driving university vehicles(e.g.: car/van/LGV/PCV) ## Use of latex gloves (prohibited unless specific clinical necessity) ## Vibrating tools (e.g.: strimmers, hammer drill, lawnmowers) PHYSICAL ABILITIES Load manual handling Repetitive crouching/kneeling/stooping Repetitive pulling/pushing Repetitive lifting Standing for prolonged periods Repetitive climbing (i.e.: steps, stools, ladders, stairs) Fine motor grips (e.g.: pipetting) Gross motor grips Repetitive reaching below shoulder height Repetitive reaching at shoulder height Repetitive reaching above shoulder height PSYCHOSOCIAL ISSUES Face to face contact with public Lone working ## Shift work/night work/on call duties
03a5589bd472e24d35e183b8b7c91cd3.docx 5
1. Appendix A
2. Functional activities within the Recruitment and Admissions team
The Recruitment and Admissions Team will be responsible for a range of business processes that cover the pre-application, application and post-application / pre-enrolment stages in the student life cycle. Each Team member will be expected to have a working knowledge of the spread of business covered by the Team and will ‘major’ in assigned responsibilities in part of that life cycle. The attached post will be expected to focus primarily on Recruitment and Admissions activity in a Faculty.
Recruitment Activity
Respond to queries from applicants and their stakeholders Distribute subject brochures to enquirers Contribute to school specific content for literature and website Contribute to recruitment strategy and planning Contribute to the production of prospectuses and marketing materials Update recruitment and admissions content on websites e.g. UCAS Entry Profiles Support planning, preparation and running of Recruitment Events, e.g. open days Contribute to widening participation activities Contribute to planning, preparation and running of outreach activities Engage in schools and colleges liaison
Admissions Activity
Respond to queries from applicants and their stakeholders Apply criteria-based decisions to applications including organising interviews Carry out application management processes e.g. data entry, communications and offer making Support planning, preparation and running of Recruitment Events, e.g. visit days Manage and develop a positive relationship with applicants and their stakeholders Identify and promote funding opportunities Validate English language capabilities Arrange CRB or similar activity where required Administer supplementary assessments, (i.e. numeracy and literacy tests) Receive and validate qualifications supporting applications Manage cases of criminal conviction Manage disability candidate referrals Carry out processes to support visa applications Advise on, receive and respond to informal complaints and appeals Identify the requirement for and dissemination of fee classification questionnaires Provide or arrange for feedback to unsuccessful applicants on request Contribute to the preparation of admissions communication plans and standard letters Recommend changes to selection criteria for discussion with ERE staff Update recruitment and admissions content on websites e.g. UCAS website, Faculty website Monitor admissions numbers and character to provide insight to colleagues Contribute to the planning and organisation of clearing and adjustment activity
03a5589bd472e24d35e183b8b7c91cd3.docx 6 Contribute to the completion and return of reporting processes e.g. Ready Reckoner Contribute to student enrolment and data handover to the Student Office Attend and contribute to faculty or university committees, process ownership groups, or working groups as requested by managers Participate in graduation ceremonies
*These lists are not exhaustive; other activities may be included due to process or system change, and by arrangement with the Manager*
03a5589bd472e24d35e183b8b7c91cd3.docx 7