BIRMINGHAM CITY UNIVERSITY
INTERNATIONAL OFFICE
POST TITLE:
International Admissions and Conversion Officer
GRADE:
Scale 6
REPORTS TO:
Director of International Office
DEPARTMENT:
International Office
A
JOB DESCRIPTION
1.
Purpose of the Post
The post-holder will provide a systematic customer service as part of the
International Admissions and Conversion team to ensure an effective and
efficient service for both internal and external customers, and by so doing
achieve the target for recruitment of international students in line with the
University’s internationalisation strategy.
The post-holder will also support the conversion of international students by
providing positive assistance through the entire enquiry and application
process, delivering a seamless service for its customers.
Main Duties and Responsibilities
1.
To be responsible for the successful and efficient operation of the admissions
cycle for International applicants to meet the strategic aims of the
International Office including meeting targets whilst ensuring regulations and
policies are followed.
2.
To be responsible for the effective management of enquiries by e-mail, post
and telephone and effectively respond to enquiries in a timely manner.
3.
To provide expert and friendly advice to enquirers, applicants and university
staff on a range of issues including:
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4.
Equivalence of overseas qualifications
Application Process
Course Selection and fees
Status for fee payment purposes
English Language requirements
Immigration and visa requirements
Operational processes
Other related issues
To maintain accurate paper and computerised records relating to overseas
applicants, to ensure that proper correspondence and documentation are
received, acknowledged and are compliant with the UKVI rules.
5.
To be responsible for receiving application forms, following up enquiries,
receiving general correspondence, i.e. references, exam results etc, and
checking entry qualifications.
6.
To be responsible for making standard offers for specified courses in
accordance with the minimum entry requirements specified by the admissions
tutor. To liaise with designated faculty admissions tutors regarding nonstandard decisions.
7.
To ensure that before offers are made, applicants meet the rules set out by
the UKVI, with the support of the Admissions Manager if required; but the
post-holder is expected to build up and maintain their own working knowledge
of these rules as part of the job.
8.
To inform applicants of decisions and make interview arrangements as
required for applicants.
9.
To actively pursue outstanding decisions by following up with admissions
tutors or applicants themselves for missing documentation, with reference to
the Applicants Portal within SITS.
10.
To actively follow up offer holders, giving guidance to support them in their
decision making process and enabling them to successfully reach the CAS
stage.
11.
To provide support in sending out written communications to international
enquirers, applicants, offer holders, acceptances etc.
12.
To participate in international events as and when required – in terms of
planning, organising, staffing and analysing. To assist with Open Days and
special events either in an office-based role or as part of the activity itself. To
arrange meetings and events as required organising travel arrangements, car
hire, car parking, hotel bookings and catering following Departmental and
University guidelines and procedures. To provide hospitality to visitors and
guests where and when necessary maintaining a positive and high level of
customer service at all times.
13.
To be responsible for the collection of applicants’ deposits and to undertake
the recording and banking of monies received in line with audit requirements.
14.
To assist with the organisation and recruitment of overseas students through
clearing and post examination results period.
15.
To assess applicants’ fee status to correctly determine their status as home
or overseas for fee payment purposes.
16.
To support the University’s enrolment function for international students with
regards to advice and guidance as and when required.
17.
To ensure your knowledge of UKVI related and Admissions systems matters
are kept up to date, through training provided.
18.
To meet agreed service levels in terms of the international application, offer
and CAS process.
19.
Provide cover for other Admissions and Conversion staff as required line
management.
20.
To undertake activities commensurate with the level of the post as and when
requested by line management.
Organisation
Responsible to: Day to day the post-holder will report to the Admissions Manager
and be ultimately responsible to Head of Admissions and Conversion.
Responsible for: The post-holder will have responsibility for management and
supervision of casual staff employed as required.
Budgetary Responsibility
The post-holder will have no budgetary responsibility but is expected to be
accountable and exhibit financial awareness and stringency when incurring costs
associated with the role.
Contacts
Potential and official international recruitment agents
Faculty admissions tutors and admissions officers
University staff undertaking overseas recruitment / admissions activity
Support staff within University
Applicants and potential applicants
Overseas students
Overseas agencies and universities
External organisations such as UKCISA, UCAS, UKVI, British Council
Other UK international offices
Other
Uphold and promote the University’s core values of Excellence, People Focused,
Partnership Working, Fairness and Integrity. These values define the principles of
how we work together with our staff, students and partners.
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REQUIREMENTS OF THE POST-HOLDER
1.
Formal Qualifications
A good level of education, to degree level or equivalent is expected. English
and Mathematics at GCSE level.
2.
Experience
Previous administrative experience in the higher education environment is
desirable. Experience of operating and developing efficient administrative
systems; particularly volume and accurate data processing in a customer facing role.
3.
Specific Skills/Abilities/Knowledge
Excellent communication, customer service skills and strong interpersonal
skills
Strong customer focus
Ability to deal with international recruitment agents and overseas institutional
staff with care and sensitivity
Ability to organise work efficiently
Attention to detail and accuracy
Ability to work to tight deadlines
Flexible team worker with good interpersonal skills.
Ability to work with a diverse student population
Expertise in work processing / keyboard skills including experience in the use
of Microsoft Office packages and relational databases such as SITS.
Note:
1. The post-holder should be prepared to assist other teams within the
International Office as required, in particular at times of peak activity.
2. The University reserves the right to vary the duties and responsibilities of
staff. The above duties may be altered to suit the future needs of the service.
3. Staff are liable to serve at any of the University’s places of employment as
may be required.