JOB DESCRIPTION
JOB TITLE:
HE Admissions and Systems Officer
GRADE:
III
DIRECTORATE:
Finance and Planning
SECTION:
Registry and Planning
REPORTS TO:
Senior Admissions Officer
__________________________________________________________________
JOB SPECIFIC INFORMATION AND CHALLENGES
The Finance & Planning Directorate of the University is responsible for the institution’s
financial affairs and sustainability, compliance, management information systems, data
intelligence and institutional statutory report, audit and returns.
The directorate has three distinct teams: Finance and Procurement, Management Information
Systems (MIS) and Registry and Planning each of which reports to the Director of Finance
and Planning who has the responsibility to ensure that the teams work together to provide
accurate reports and deliver a customer focussed service.
Registry and Planning is a front line service for the University and has an important role to
play in the successful recruitment and retention of students.
All student information and related activity is recorded in the student record database (SITS)
of which the Registry & Planning section is a key stakeholder. SITS is the critical business
tool in managing student applications, enrolments, assessment and the generation of Exam
Board reports. The team maintains the accuracy of the student data and generates returns
to substantiate funding council grants and account for the fees paid by the Student Loan
Company. It plays a critical role in the planning of student numbers which in turn informs the
University’s allocation of resources.
The Admissions team, under the leadership of the Senior Admissions Officer, is responsible
for developing the University’s Admissions Policy, and associated procedures to ensure that
applicant students are admitted to the most appropriate course and that the University
achieves its planned admissions targets on an annual basis.
A key accountability for this role is the maintenance and updating of SITS background tables
that ensure the efficient running of admissions processes. These include: qualification tables
which must be kept up date to facilitate the receipt and processing of results at confirmation;
the accurate recording of qualifications; SITS paperless background tables which cover both
courses and processes in paperless which ensure that the application process runs smoothly.
The post holder will be expected to make suggestions for improvement in these processes,
having consulted with users, and will liaise with the Senior Admissions Officer and MIS to
effect these changes.
They will also be responsible for the updating and creation of standard letters in SITS: these
include all communication to applicants from acknowledgment emails, interview information
and offer letters. There are a variety of formats - emails, HTML emails, Portal messages and
hard copy letters. The post holder will liaise with Marketing to ensure that communication is
on message with the recruitment campaign and also with MIS should systems need to be
amended to facilitate new types of communication.
HE Admissions & Systems Officer – May 2015
JOB DESCRIPTION
In order to carry out these duties the post holder needs to have a good working knowledge of
IT and strong written communication skills. The post holder will need to have a good
understanding of and be proficient in the use of databases.
The post holder takes lead responsibility for the processing of all Home HE and Prep for HE
applications by prospective students. Working with the Admissions Administrators they will
ensure timely decisions (offers, rejections, withdrawals) in respect of applications are made
by academics; check that valid offers are made by referring to the University’s agreed entry
criteria for each course and recording all such decisions, within the specified University and
University and Colleges Admissions Service (UCAS) deadlines; and ensure all rejections are
recorded and, where necessary, scrutinised.
They will provide advice and guidance on course options to applicants and potential
applicants, parents, HE advisors and other stakeholders verbally and by email. They must
be able to deal with internal and external queries, concerning the progress and status of an
application. Furthermore the post holder will be expected to attend Open Days to speak to
an audience of prospective applicants and explain the University’s and UCAS’s application
processes and deadlines.
Admissions staff are required to convey a professional image when dealing with clients and
the efficiency of processing applications and dealing with enquiries is critical in achieving this.
A general understanding of University regulations and the systems and procedures applicable
to other Registry & Planning functions is also required. The work at times is complex and
involves statutory deadlines requiring appropriate prioritisation of workload and a high level
of accuracy to be achieved under pressurised conditions.
The Admissions team members must be flexible in order to provide cover within the team,
due to holidays or illness.
_______________________________________________________________________
JOB PURPOSE
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To provide an effective and efficient admissions service for the University in the
recruitment of students and to ensure effective and ongoing communication with
applicants and enquirers to maximise conversion to enrolments.
To undertake a wide range of Registry & Planning activities specifically connected to
the admissions process; demonstrating a depth and breadth of knowledge and
experience with a particular focus on admissions, paperless processes, UCAS and
the processing of HE Applications. The post holder will be responsible for the
processing of HE applications and the maintaining and updating of internal
background systems to ensure efficient operation of paperless processing; and also
maintain and update the University’s course information on UCAS.
To deliver duties with minimal supervision exercising initiative and developing
solutions to problems; often dealing with non-routine/ procedural/ standard work
situations.
_________________________________________________________________________
HE Admissions & Systems Officer – May 2015
JOB DESCRIPTION
KEY DELIVERABLES
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Specialist:
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Customer / Teamwork:
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To produce relevant documents in accordance with AUB standards, including
producing guidance notes, demonstrating a basic analysis and interpretation
of data and information, within a general brief, as requested by the Senior
Admissions Officer
To take responsibility for the processing, managing and making of
undergraduate and postgraduate decisions (offers, rejection, withdrawals) for
Home HE and Prep for HE applications in accordance with agreed criteria.
To ensure that rejections are recorded and scrutinised and provide appropriate
feedback to unsuccessful applicants in accordance with the University’s
admissions policy.
To provide advice and guidance on courses and the admissions process to
applicants, parents and other stakeholders. Be able to answer complex and
non-standard queries on admissions processes and UCAS.
To keep up to date with, conscious and aware of changes to the admissions
process, externally at UCAS and internally.
To demonstrate a depth and breadth of admissions knowledge and experience
whilst undertaking tasks e.g. maintain and update UCAS Course Collect with
AUB course information to ensure accurate information is held, maintain and
update background tables in SITS to ensure the receipt of qualification results
at confirmation, maintain and update course vacancies and key words search
on UCAS in preparation for Clearing.
To maintain and update accurate and reliable standard letters in SITSincluding offer letters, HTML emails and other paperless messages in SITS as
directed by the Senior Admissions Officer.
To maintain and update background tables in SITS to ensure efficient
paperless processing e.g. – Course records, paperless settings for academic
staff.
To provide a high level customer service approach, the implementation of
appropriate service delivery of duties within the admissions process, in line
with user requirements, leading to strong outcomes as determined by internal
feedback (such as for example the business user survey and the SPS), and
external feedback where appropriate
To be an effective team player as part of formal projects and informally with
colleagues, resulting in desired project and section deliverables e.g.
contributes to the annual student admissions cycle, student enrolment,
confirmation and Clearing.
To demonstrate a willingness and flexibility to take on such other duties as may
reasonably be requested e.g. attendance at Open Days, Graduation
HE Admissions & Systems Officer – May 2015
JOB DESCRIPTION
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Planning & Organisation:
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To deliver a consistently high level of accuracy in work; e.g. processing of
offers, the set-up of background tables in SITS, the processing of results at
confirmation, the listing of AUB course information on UCAS.
To deliver work on time and to required standard through effective prioritising,
escalating issues as appropriate e.g. as a point of contact for admissions
enquiries demonstrates ability to answer nonstandard or more complex
enquiries These could be complex UCAS questions, or requests for more
detailed information about a qualification or a course for instance.
To apply knowledge of applicant/staff requirements of admissions and student
record processes to suggest where policy and service may be improved
To identify service delivery improvements and implement them through
considered evaluation and monitoring of own work, as well as user feedback
To pan own workload with attention to external and internal deadlines being
met (including responding to queries, setting interviews, contacting applicants
where appropriate, and as appropriate supporting the student records function
with a clear awareness of user requirements and deadlines)
To work flexibly during peak work periods and to be prepared to work at
weekends. The post holder will be consulted in advance wherever possible,
but flexibility with regard to service delivery is essential
To work as part of a team, providing mutual support during peak periods and
ensuring that an effective service is provided as all times
_________________________________________________________________________
HE Admissions & Systems Officer – May 2015
JOB DESCRIPTION
ORGANISATION CHART
Director of Finance
& Planning
Registry & Planning
Manager
Senior Admissions
Officer
Senior Student
Records Officer
International
Admissions Officer
HE Admissions &
Systems Officer
Assessment &
Enrolment Officer
Data Analyst Officer
Admissions
Administrator
Admissions
Administrator
Student Records
Administrator
Student Records
Assistant
CONTACTS
Internal
Course Leaders and/or Admissions tutors, students, International Office, Management
Information Services, Marketing, Digital Campus Services and Student Services.
External
UCAS, enquirers, applicants, HE Advisors from feeder schools and colleges, parents or
guardians of applicants.
HE Admissions & Systems Officer – May 2015