Job Description
Job title:
Department/School:
Grade:
Location:
Postgraduate Admissions Officer
Faculty of Engineering & Design
6
Graduate School
Job purpose
The postholder will work closely with the Graduate School Manager to provide a professional and high quality admissions service to all postgraduate taught and research applicants within the Faculty in accordance with internal and external policies/regulations relating to the admission of Higher Education students. As well as providing line management for a small team (where applicable), the postholder will work collaboratively to deliver a high quality standard of support, ensuring that services are efficient, effective and adapt to changing circumstances. (S)he will also work with the Graduate School Manager to develop common systems and processes standardised on best practice, ensure that University regulations and procedures are adhered to and take responsibility for managing specific projects which relate to their functional area.
This is a busy and varied role involving daily communication with academic staff and students, and the postholder needs to have excellent organisational skills, to demonstrate good use of initiative, and to have the ability to multi-task and prioritise.
Although members of the team have individual areas of responsibility, a team-based approach is essential to ensure that, regardless of circumstances, every member of the team is conversant with processes and procedures and able to contribute effectively to any activity within the team.
Source and nature of management provided
Graduate School Manager (with academic input from the Associate Dean for Graduate
Studies) and the Director of Administration
Staff management responsibility
Management of staff as required
Special conditions
You will from time to time be required to undertake other duties of a similar nature as reasonably required by your line manager. These may include assisting in the facilitation of CPD activities. This will form part of your substantive role and you will not receive additional payment for these activities.
Main duties and responsibilities
1 Leadership and Management i. To act as line manager (where applicable) for a small group of administrators including all aspects of management and development for the team (annual leave, sickness absence, performance review etc.) ii. To take the lead in acquiring in-depth knowledge of specific regulatory documentation relating to postgraduate admissions, reminding colleagues of duties/responsibilities and providing training as required
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iii. Alongside the Graduate School Manager/Deputy, provide leadership in ensuring an effective working relationship between members of the academic staff, services offered centrally and those within the Graduate School team iv. To support the Graduate School Manager/Deputy in developing agreed standards of delivery for processes associated with the postgraduate admissions lifecycle
2 Recruitment & Enquiry Management/Admissions i. In conjunction with the Recruitment & Admissions Office (RAO) and the
Graduate School Manager/Deputy, critically review existing practices, with a view to improving turnaround times and overall quality of the admissions experience, whilst ensuring all QA and procedural requirements are met ii. Oversee the handling of enquiries regarding applications for postgraduate study (in person, by telephone, email and letter) from potential and current postgraduate applicants, providing detailed responses to their enquiries about the application process, suitability of qualifications, availability of programmes and fees iii. Implement agreed application procedures, coordinate the processing of applications in liaison with academics and other staff as appropriate iv. Identify and follow up missing documentation and information v. Make postgraduate taught (PGT) admissions decisions against criteria set by
Directors of Study where appropriate. Liaise with RAO regarding final sign off of Faculty postgraduate research (PGR) offers vi. Respond to queries from overseas agents, keeping them informed regarding progress with applications and using their expertise to support applications vii. Scrutinise and process requests for formal offers from academic members of staff ensuring that appropriate admissions standards are maintained and that correct procedures are followed viii. In conjunction with Graduate School Manager/Deputy and Associate Dean
(Graduate Studies), develop rigorous studentship allocation processes, ensuring that these are well publicised ix. In liaison with the Finance Office, ensure that funding arrangements such as studentships are appropriately allocated and accurately recorded using the
Fund Management system x. Perform initial fee status assessments referring queries to the RAO xi. Support overseas offer making trips xii. Ensure data on the applicant portal is maintained accurately and errors are rectified xiii. Ensure that procedures are accurately and consistently implemented, and maintain confidentiality with regard to personal information at all times xiv. Ensure that deposit payments (where applicable) are collected and recorded appropriately and securely, liaising with credit control as appropriate xv. Manage the effective transition between applicant and new starter stage
2 Communication and Networking i Daily communication (verbal and written) with applicants across all graduate programmes of study. This includes explaining complex processes to those who are not familiar with them and for whom English may not be their first language ii Keep academic staff informed about the progress of applications. iii Ensure effective communication with line manager regarding work in progress, implementation of developments and emerging trends or issues iv Represent the Faculty at Higher Education recruitment fairs and other related events if required.
3 Decision Making, Planning and Problem Solving
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i. Processing of graduate applications including managing on line applications and the applicant portal; qualifications checking and assessment, decision processing; updating database records and verification of qualifications ii. Identify applicants whose fee status is unclear and refer for full assessment by
RAO iii. To undertake all work in line with University of Bath policies, procedures and regulations and to ensure at all times the promotion of equality of opportunity and non-discrimination iv. Proactively manage the application process to ensure that offers are made in accordance with agreed Faculty timescales.
4 Service Delivery
Responsible for providing a professional, accurate and efficient service to a wide range of people including applicants, prospective applicants, members of the public, colleagues and external agencies.
5 Analysis and Research
Prepare admissions statistical reports using Business Objects, including statistics on offer turnaround so that the need for additional support at peak periods can be identified before there is a significant deterioration in service to applicants and in order to monitor progress against targets and identify trends.
6 Pastoral Care i. Provide advice and guidance to potential applicants and applicants, which may include discussing sensitive information e.g. regarding disability, fee status or criminal convictions ii. Expected to support other members of the team and provide assistance and guidance where necessary.
7 Other
General administrative support duties to ensure the smooth running of the office.
This is not intended as an exhaustive list of duties or a restrictive definition of the post but rather should be read as a guide to the main priorities and typical areas of activity of the post-holder. These activities are subject to change over time as priorities and requirements evolve and as such it may be amended at any time by the line manager following discussion with the post holder.
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Criteria: Experience/Knowledge
Person Specification
Essential
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Significant experience in an administrative support role preferably with experience of admissions processing or equivalent experience working in a busy office in an administrative role
Experience of working within the Higher
Education sector and/or awareness of related policy developments
Knowledge and experience of other external agencies relating to HE and International
Students e.g. UKCISA, UK Naric etc.
Knowledge of overseas qualifications and education systems
Experience of undertaking a customer facing role, ideally working with students or applicants from overseas
Good working knowledge of standard IT packages and databases.
Skills in University specific software (including
SITS, Business Objects, Moodle, Agresso)
Experience of developing and implementing systems and processes
Experience of maintaining clear and accurate records and analysing/presenting data
Evidence of independent and effective team working
Experience of effectively organising a busy workload with sometimes conflicting priorities, to meet deadlines
Criteria: Skills
Excellent written and oral communication skills, with a high level of accuracy and attention to detail including cross-cultural communication skills
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Essential
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Excellent interpersonal skills in order to communicate effectively with staff, students and members of the public, for some of whom English may not be the first language. Ability to develop good working relationships
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Ability to coordinate resources other than oneself
(arrange events)
Competent, conscientious and motivated with a methodical approach to work
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Ability to be adaptable and flexible and to learn new skills quickly
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Desirable
Desirable
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Criteria: Professional Qualifications
CPD Course related to Admissions/Higher
Education
Criteria: Academic Qualifications
Good level of general education; educated to A
Level (or equivalent) or above
Education to degree level or equivalent
Essential
Essential
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Desirable
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Desirable
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Effective Behaviours Framework
The University has identified a set of effective behaviours which we value and have found to be consistent with high performance across the organisation. Part of the selection process for this post will be to assess whether candidates have demonstrably exhibited these behaviours previously.
Managing self and personal skills:
Willing and able to assess and apply own skills, abilities and experience. Being aware of own behaviour and how it impacts on others.
Delivering excellent service:
Providing the best quality service to all students and staff and to external customers e.g. clients, suppliers. Building genuine and open long-term relationships in order to drive up service standards.
Finding innovative solutions:
Taking a holistic view and working enthusiastically and with creativity to analyse problems and develop innovative and workable solutions. Identifying opportunities for innovation.
Embracing change:
Adjusting to unfamiliar situations, demands and changing roles. Seeing change as an opportunity and being receptive to new ideas.
Using resources:
Making effective use of available resources including people, information, networks and budgets. Being aware of the financial and commercial aspects of the University.
Engaging with the big picture:
Seeing the work that you do in the context of the bigger picture e.g. in the context of what the University/other departments are striving to achieve and taking a long-term view.
Communicating vision clearly and enthusiastically to inspire and motivate others.
Developing self and others:
Showing commitment to own development and supporting and encouraging others to develop their knowledge, skills and behaviours to enable them to reach their full potential for the wider benefit of the University.
Working with people:
Working co-operatively with others in order to achieve objectives. Demonstrating a commitment to diversity and applying a wider range of interpersonal skills.
Achieving results:
Planning and organising workloads to ensure that deadlines are met within resource constraints. Consistently meeting objectives and success criteria.
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