Royal Conservatoire of Scotland (RCS) Hiring for Recruitment and Admissions Administrator at Glasgow Full Time

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Job Description

Recruitment and Admissions

Job Title

Administrator

School/Department Academic Administration and Support

Job Holder VACANT

Assistant Registrar (Recruitment and

Responsible to

Admissions)

Date August 2021

. Job Purpose

You will provide administrative and operational support to all aspects of student

recruitment activities, but with a particular emphasis on; establishing mechanisms

for reporting on student recruitment activities, the co-ordination of open days,

meeting prospective applicants, representing the Conservatoire at events/school

visits and the arrangement travel and accommodation for complex trips.

You will offer administrative support to the Assistant Registrar (Recruitment and

Admissions) and other members of the team, ensuring that key functions relating

to recruitment activity are executed in an efficient and timely manner. You will

also have delegated responsibility for particular internal and external student

recruitment activities as allocated by the Assistant Registrar.

You will contribute towards the development of administrative systems, policies

and processes underpinning the Student Recruitment operations, including

identifying opportunities for the functions of recruitment and admissions to work

more closely together to effect a better customer experience for prospective

applicants / students.

You must be able to work to in a fast-paced environment, working to tight

deadlines, as well as demonstrating excellent organisational skills and providing

a high standard of customer care.

. Duties and Responsibilities

You will be required to undertake the duties and responsibilities detailed below:

• Undertake general administrative duties to support the operational needs

of the Recruitment and Admissions team, to include: organising travel,

accommodation and freight arrangements; compiling itineraries;

administering meetings – room bookings and minute-taking; distributing

recruitment resources and marketing materials; updating team calendars

• Operate within existing RCS financial systems, including raising purchase

orders and updating tracking spreadsheets, processing expenses,

ordering currency, per diems and cash floats

• Have operational responsibility for student recruitment activities and

projects as determined and guided by the SRSI Group and Assistant

Registrar

• Respond to a range of internal and external enquiries by email and phone,

including managing departmental inboxes

• Set up and manage systems for booking campus tours, liaising with

potential students and their influencers and tour guides, as well as

delivering campus tours on behalf of the Recruitment and Admissions

Team

• Co-ordination and delivery of Open Days and assist with Teachers’

Information Days, Taster Days and other recruitment events within RCS –

managing room bookings, customer enquiries, schedules and updating

customer booking systems e.g. EVOCOS

• Develop ‘how to guides’ for appropriate aspects of student recruitment

activities, as agreed with the Assistant Registrar

• Manage and set up equipment for meetings and recruitment events,

including setting up systems for sign-out

• Working with External Relations colleagues, be responsible for the

coordination of recruitment and marketing resources, including ordering

and stock-taking, setting up systems to support this

• Be responsible for data entry onto Raiser’s Edge and keeping mailing lists

and data bases that support Student Recruitment activity up to date

• Liaise with a range of internal contacts including Recruitment and

Admissions Team, Marketing and Communications Team, the wider

Academic Support and Administration, Academic Staff, Short Courses and

other staff within RCS

• Provide support and ad-hoc cover for the Admissions and Recruitment

Administrator during peak periods of activity or unplanned absences, as

directed by the Assistant Registrar

• Liaise with a range of external contacts e.g. potential students and their

influencers and suppliers

• Conduct desk-based research as directed by the Assistant Registrar

(Recruitment and Admissions) and Recruitment Officers

• Contribute to reporting and evaluation of recruitment activity as directed by

the Assistant Registrar (Recruitment and Admissions) and Recruitment

Officers e.g. collate statistics, design surveys, evaluation tools, create

template reports

• Participate in the Conservatoire’s Goals setting and Career Review

process

• Undertake other reasonable duties on behalf of the Assistant Registrar

. Scope of the Job

Financial: There is no responsibility for budget control attached to this post

however you will be required to report on financial sustainability of delegated

activities and value for money.

Staff: No staff report directly to this post.

Others: You will liaise with a range of staff within the Conservatoire as well

external contacts such as potential students and their influencers, and suppliers.

. Context

Operating Environment:
Internally, the Conservatoire is an intense, student-centred environment in which

students are regarded as professionals in training. Performance is the

Conservatoire environment.

Framework and Boundaries:
As a member of the Recruitment and Admissions Team, you will be required to

work within the Conservatoire Strategic Plan, the Conservatoire Regulations,

Health and Safety Regulations, Policies and procedures and Quality Assurance

processes required by the Conservatoire as well as the appropriate departmental

policies. You will be expected to actively engage in health and safety and to be

responsible for your own health and safety in the course of your work.

. Relationships

Line Manager: Assistant Registrar (Recruitment and Admissions)

Regular daily contact and weekly meetings with Assistant Registrar and

Recruitment Officers to discuss planned activities, priorities and targets.

Staff Management: Not applicable

Other Contacts:
a) Within the Conservatoire:
Working closely with the Recruitment and Admissions Team, Marketing

and Communications Team, Academic Staff, the wider Academic

Administration and Support Team, Short Courses Team and other staff

across the Conservatoire.

b) Outside the Conservatoire:
Liaise with external contacts such as potential students and their

influencers e.g. parents, teachers, advisors, and suppliers.

. Knowledge and Experience

Qualifications:Essential:

• A good standard of education
• Numeracy skills, evidenced by Higher or HNC Qualifications

Desirable:

• ECDL or equivalent experience

Experience:Essential:

• Proven administrative experience in a busy and complex working

environment, demonstrating strong organisational skills

• Demonstrable experience of high levels of accuracy and attention to detail
• Experience of working to strict deadlines
• Experience of working effectively with minimum supervision
• Good knowledge of data entry e.g. Raiser’s Edge or equivalent
• Good knowledge of Microsoft Office applications, including Word, Excel,

Outlook

• Experience of booking travel, accommodation and preparing travel

itineraries

Desirable:

• Knowledge of customer management systems e.g. EVOCOS
• Experience in an administrative function in FE/HE
• Experience of arts administration.

Knowledge and Skills:Essential:

• Good interpersonal skills – able to deal with a wide range of people at a

variety of levels

• Good communication skills, both oral and written
• An understanding of setting up accurate administrative systems and

procedures

• Demonstrable customer service skills
• Ability to produce accurate work to tight deadlines
• Ability to work independently and as part of a team with a flexible

approach.

. Complexity

You will be expected to work within an inter-disciplinary context and will need to

deal with a wide range of staff and students. You may occasionally be required to

work unsocial hours, including evening and weekend work.

. General Responsibilities (all staff)

a) Health and Safety

• To take care of your own health and safety at work and that of other

persons who may be affected by your work activities.

• To apply at all times best practice in health and safety. You must

safeguard the health and safety of all persons affected by the work

activities you supervise at any premises you have control over.

• To work in the safe manner in which you have been trained and instructed

and to advise your line manager of any health and safety issues you

become aware of.

b) Policies and Procedures

• To familiarise yourself with the detail of the Conservatoire’s Policies and

Procedures and to actively ensure adherence.

c) Use of equipment and other appliances

• To take fullest care in handling, operation and safeguarding of any

equipment, vehicles or appliance, used or issued by the Conservatoire or

provided or issued by a third party for individual or collective use in the

performance of your duties.

d) Dignity at Work and Study

• To uphold the Conservatoire’s Dignity at Work and Study Statement and

practices and to treat all colleagues, students and contacts fairly and with

mutual respect and in accordance with the values of the Conservatoire.

• To provide a work and study environment where all students and staff are

free from discrimination and intimidation.

• To promote and deliver excellence in services that value all staff and

students.

• To recognise and acknowledge the potential multiple barriers to

participation and success that exist for applicants, students and staff with

care experienced backgrounds; those with caring responsibilities; and

those with protected characteristics, and to work with colleagues across

the Conservatoire to collectively identify ways in which the barriers can be

reduced and eliminated.

e) Personal Development

• To continuously enhance best practice in your area, undertaking training

and Continuous Professional Development as appropriate.

f) Information Technology

• To implement security measures to protect against unauthorised access

to, alteration or disclosure of information held on computer and to ensure

adherence to the principles of the Data Protection Act and appropriate IT

policies and procedures.

• To undertake any training in the operation of new technologies and

associated systems as required.

g) Vision

• To promote and adhere to the Conservatoire Vision. (as detailed below)

. Additional Information

The Royal Conservatoire of Scotland has a policy on widening access, and has

instigated a number of initiatives aimed at increasing participation from students

from under-represented groups.

. Our Vision

To be Scotland’s globally-recognised and inspirational leader in learning for the

performing arts, attracting and nurturing the best Scottish and international

creative talent.

As a Board of Governors, staff and student team, we embrace and are motivated

by:
— Inclusivity, diversity and individuality.

— Disciplinary excellence and innovative cross-disciplinary collaboration.

— Breaking down barriers and challenging boundaries.

— The advancement of creative citizenship and leadership across the

performing arts for our nation and for the world.

As a member of staff you will be expected to actively embrace these principles

and demonstrate them in the course of your work.

Our Strategic Plan is based on the following four pillars:
. Driving focused excellence.

We will:
— Create a culture of continuous professional development, to enhance and

enrich the experience of our students and staff.

— Ensure that we deliver choice and flexibility to our students and embed

pedagogical skills throughout our curriculum.

— Attract outstanding teachers and artists of international repute, who will act

as a magnet for outstanding students.

— Apply technology to enhance our students’ learning experience and to

make us more efficient and effective.

— Deliver advancement and scholarship campaigns to support the

development of a world-class creative campus and to attract and retain the

best artists, teachers and researchers.

— Further enhance the quality, reach and impact of our research.

— Develop a sector-leading approach to improvisation through our

curriculum.

. Promoting diversity.

We will:
— Diversify art forms and disciplines, enrich the pool of talent, and connect

more widely and deeply with diverse communities.

— Develop ground-breaking RCS Community Centres of Excellence through

great partnerships.

— Nurture the talent of more of Scotland’s young people, so as to increase

their choices and opportunities.

. Advancing lifelong learning.

We will:
— Nurture talent, creativity and active citizenship in all of our students.

— Develop excellence in the Junior Conservatoire, connecting us with more

talented young people through focused and active partnerships with

schools and key stakeholders

— Innovate our open access programme to contribute to the well-being and

fulfilment of individuals of all ages and backgrounds.

. Embracing our role as a national and international performing arts

institution.

We will:
— Inspire and engage young people through creating a Teach Arts for

Scotland programme, promoting excellent performing arts teaching in

schools.

— Recognise and celebrate excellent arts teaching in Scotland’s schools.

— Create an International Advisory Board to help realise our vision and

advance our values on the world stage.

— Build partnerships and new relationships nationally and internationally.

— Be a national and international advocate for education in the performing

arts