Post Details
Last Updated:
27/03/2015
Faculty/Administrative/Service
Department
Recruitment and Admissions Directorate
Job Title
Admissions Manager
Job Family
Professional Services
Responsible to
Deputy Head of Admissions
Responsible for (Staff)
Admissions Team Leaders
Job Level
4
Job Purpose Statement
To deliver an excellent admissions service for the University’s applicants. To provide supervisory
administrative support within Admissions, a central service department of the University of Surrey Registrars
Division. Through effective and efficient administration, the post holder will contribute to the successful
delivery of Admissions, primarily, involved with the day to day operation of admissions processing and
decision making in all areas including UKVI policy, fees classification, qualification assessment, the ATAS
Scheme and all areas relating the Admissions Policy. To undertake activities relating to Applicant Days,
including logistical arrangements and attendance. Responsibility for ensuring the Admissions Team are,
responding to and giving expert advice on all admissions related enquiries in a timely and professional
manner.
Key Responsibilities
1.
To be a proactive member of the Admissions team participating in all areas and carrying out duties
as required. Day to day oversight and management of the Admissions Team, ensuring through
efficient procedures and effective line management, that the processing of applications is
accurate, made to agreed timescales and in accordance with Admissions policy, external body
requirements and best practice as well as keeping an overview of all work undertaken by team,
setting priorities according to volume, deadlines and other factors. To produce regular reports on
the activities of the Admissions Office, whilst overseeing the maintenance and integrity of applicant
records with a high level use of SITS, including the accurate and timely transfer of information
from admissions to student records
2.
To motivate and develop staff by identifying and prioritising training and development needs to
ensure that staff have the skills and knowledge required to carry out their responsibilities. This
includes the recruitment of staff, their induction and probation and the carrying out staff appraisals
as well as engaging in continuing professional development
3.
To lead by example in striving for the highest levels of customer service, responding to and giving
expert advice on all admissions related enquiries in a timely and professional manner.
4.
To act as the named first point of contact for Faculty colleagues and Admissions Tutors in matters
concerning applicants and to ensure effective and efficient internal and external communication.
5.
To ensure the quality of admissions through a thorough understanding of qualifications, entry criteria
and international education systems. Researching and assessing new qualifications with a view to
recommend changes. This includes working closely with the International Office in making use of the
regional expertise of the team.
6.
To oversee processes relating to ATAS, fee assessments, applicants declaring criminal
convictions, fraudulent applications, applicants with disabilities and mature applicants, providing
expert advice and guidance to resolve complex, difficult or sensitive cases. To be an SMS Level 1
user with responsibility for reviewing and assigning Confirmation of Acceptance for Studies (CAS),
ensuring Tier 4 compliance
7.
To formulate and develop ideas to improve admissions processes, taking these forward to
implementation where appropriate and undertake project work within the Admissions team within
guidelines and timeframes given by senior Admissions staff
8.
To undertake activities relating to Applicant Days, including logistical arrangements and attendance.
Participate in other recruitment activities such as Open Days, School/College visits and UCAS events.
To actively participate in Confirmation and Clearing and to support colleagues across the Registrars
Division and other departments as required. In conjunction with Deputy Head of Admissions,
managing and overseeing the registration of new students.
.
As directed by the Head of Admissions, work in other areas within the Registrar’s Division on either a
temporary or permanent basis if necessary to meet the business needs.
N.B. The above list is not exhaustive.
All staff are expected to:

Positively support equality of opportunity and equity of treatment to colleagues and students in accordance with the University of
Surrey Equal Opportunities Policy.

Work to achieve the aims of our Environmental Policy and promote awareness to colleagues and students.


Follow University/departmental policies and working practices in ensuring that no breaches of information security result from their
actions.
Ensure they are aware of and abide by all relevant University Regulations and Policies relevant to the role.

Undertake such other duties within the scope of the post as may be requested by your Manager.
 Work supportively with colleagues, operating in a collegiate manner at all times.
Help maintain a safe working environment by:

Attending training in Health and Safety requirements as necessary, both on appointment and as changes in duties and techniques
demand.

Following local codes of safe working practices and the University of Surrey Health and Safety Policy.
Elements of the Role
Planning and Organising
Working with some guidance, the post holder will take responsibility for defining their priorities clearly in terms
of work and schedules and has scope to exercise judgement in how they do this. They will also have scope
to consider which, among many procedures/processes should be followed in order to achieve the role’s
objectives. The work will on occasion involve encountering changing priorities and differing situations.
Problem Solving and Decision Making
The post holder is expected to identify the nature of problems and issues through analysis and is expected to
resolve them with limited guidance from senior colleagues. Although generally working within the framework
of established professional procedures and clearly defined policies, it is expected that the post holder
identifies gaps in information and analyses the problem faced, in order to make recommendations or identify
solutions on how to deal with conflicts or resolve more complex problems. Problems experienced will
sometimes be of a less routine nature and the post holder is expected to make decisions based on
knowledge, judgement and experience in order to decide on the best course of action and to present a
solution. The post holder must always consider the impact and consequences of the situation and advice
given, referring only the most complex issues or problems that have not been experienced before to their line
manager, for either guidance or resolution. The post holder will also provide advice, guidance and support to
the Admissions team on Admissions related issues, queries and problems that fall outside of the Advisors
remit and experience.
Continuous Improvement
In agreement with the Deputy Head of Admissions, the post holder will identify and carry forward process
improvements, related to the admissions and is expected to assist the Deputy Head of Admissions in
ensuring operational process improvements within this area of functionality. The post holder will contribute to
the development of the admissions and student records system in conjunction with the Head of Admissions
and colleagues from the Corporate Systems department in order to maximise quality and efficiency.
Accountability
The post holder is responsible for the day-to-day line management of Team Leaders and Admissions
Advisors, ensuring that the Admissions team provide and deliver a successful and professional service to
applicants and customers. The post holder is expected to provide training, advice, supervision and assistance
to the Admissions team as necessary. They will also be expected to assist in the development of standard
support and other documentation required maintaining service standards. The post holder will also be
expected to provide cover for the work of the Deputy Head of Admissions in his/her absence. The post holder
will be expected to undertake activities relating to Applicant Days, including logistical arrangements and
attendance. Participate in other recruitment activities such as Open Days, School/College visits and UCAS
events
Dimensions of the role
The post holder does not have any budgetary responsibility; however they will provide input into the
budgetary process, through establishing specification requirements, providing costs for projects and advising
on best value during the procurement process. The post impacts across all academic departments recruiting
students.
Supplementary Information
The post holder is expected to interpret the policies available to them to provide expert and authoritative
guidance to Admissions Tutors and applicants on external procedures, University admission policies, good
practice guidelines and entry requirements. The post holder is also expected to provide professional
expertise and advice on routine matters within the context of the role, exercising initiative and judgement
gained through past experience. Further, the post holder is involved in reviewing and after gaining approval,
updating and developing policies and associated procedures, as appropriate. The role is covered by sets of
clear internal policies and procedures and external guidelines, with guidance also available from the
Head/Deputy of Admissions as necessary.
Person Specification
Qualifications and Professional Memberships
Degree, HND, NVQ 4 qualified or equivalent in relevant subject/relevant formal training, plus a
number of years' experience in similar or related roles.
E
Or:
Significant vocational experience , demonstrating development through involvement in a series
of progressively more demanding relevant work/roles, and the acquisition of appropriate
professional or specialist knowledge
Technical Competencies (Experience and Knowledge)
Essential/
Desirable
Level
1-3
Excellent IT skills, particularly in MS Office packages, and familiarity with
databases
E
3
High level of knowledge with SITS or another student database with particular
emphasis on data quality. Experience of working with Admissions processes within
the student database.
E
3
Significant experience of admissions in a University context
E
3
Experience of working with UCAS, NARIC and UKVI Tier 4 processes policies and
processes
E
2
Special Requirements:
Essential/
Desirable
Some weekend/evening work may be required as directed by the Head of Admissions.
E
Annual Leave may be restricted at key times during the year.
E
Core Competencies
Level
1-3
Communication
3
Adaptability / Flexibility
2
Customer/Client service and support
3
Planning and Organising
3
Continuous Improvement
2
Problem Solving and Decision Making Skills
3
Managing and Developing Performance
2
Creative and Analytical Thinking
2
Influencing, Persuasion and Negotiation Skills
2
Strategic Thinking & Leadership
1
This Job Purpose reflects the core activities of the post. As the Department/Faculty and the post holder develop, there will inevitably be
some changes to the duties for which the post is responsible, and possibly to the emphasis of the post itself. The University expects that
the post holder will recognise this and will adopt a flexible approach to work. This could include undertaking relevant training where
necessary.
Should significant changes to the Job Purpose become necessary, the post holder will be consulted and the changes reflected in a
revised Job Purpose.
Organisational/Departmental Information & Key Relationships
Background Information
The post is within the University Registrars Division which is responsible for a wide range of administrative
work related to the admission of students, student and programme records, tuition fees, examinations,
timetabling, degree ceremonies, quality assurance and enhancement and a range of other matters connected
with the academic work of the University and with students.
There is extensive contact with applicants, and staff at a variety of levels in academic and central
administrative departments within the University, and external contact with other bodies such as UCAS,
NARIC, UKVI, UCKISA, Research Councils and funding bodies. Such contact may be in person, by
telephone, in written correspondence or by email.
The post holder will primarily focus on one Faculty and will provide business support, advice and
interpretation of their statistical data.
The post holder will be based within Admissions; however there will be a requirement to work in other areas
across the Recruitment and Admissions Directorate. Additionally there will be a requirement to work during
the summer period and holiday embargos may be necessary during peak times of August-September. Some
weekend and evening work will also be required.
Department Structure Chart
Deputy Head of
Admissions
FASS Admissions
Manager
FASS Team
Leader
FEPS Admissions
Manager
FASS Team
Leader
Admissions
Advisors x5
Admissions
Advisors x5
Relationships
Internal
 All University Departments.
External






UCAS
NARIC
UKVI
UCKISA
Research Councils
Funding bodies
FEPS Team
Leader
Admissions
Advisors X4
FHMS Admissions
Manager
FEPS Team
Leader
Admissions
Advisors X3
FHMS Team
Leader
Admissions
Advisors X3
FHMS Team
Leader
Admissions
Advisors X3