University of Stirling Hiring for Admissions Assistant Job at Stirling, Scotland Full Time

Full time
Fixed term to cover maternity leave till 31 May 2023 (or until the substantive post holder returns)

Suitable for internal secondment

The closing date for applications is midnight on Sunday 30 October 2022
Interviews are expected to take place on Monday 07 November 2022

There is an expectation that work will be undertaken in the UK

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK

Previous applicants no need to apply

The University of Stirling recognises that a diverse workforce benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers and welcome applications from those who would contribute to further diversification of our staff and ensure that equality, diversity and inclusion is woven into the substance of the role. We strongly encourage applications from people from diverse backgrounds including gender, identity, race, age, class, and ethnicity

The Post

The Admissions Assistant will work within the Admissions and Access team which is part of Communications, Marketing and Recruitment. Admissions and Access provide a professional admission service, responsive to customers and stakeholders and are committed to excellent service delivery by:

• providing an exceptional applicant experience to over 35,000 applicants each year for different modes of study including access, undergraduate, postgraduate taught and research, study abroad, international exchange, CPD and flexible learning.
• meeting key performance indicators, particularly application and offer-making response times
• engaging and working in partnership with professional services and the academic community
• being responsive to the global market place and regulatory requirements

Reporting to the Admissions Team Leader, the post-holder will be required to work to the highest professional standards and to contribute to the delivery of the Strategic Plan. The Admissions environment changes rapidly and any successful candidate will be required to have an open and positive attitude to change.

Description of Duties

Administration

• Input applicant data into student records system (SITS) with a high degree of accuracy
• Import of applications (TRAN) to SITS, checking and resolving import errors
• Sending acknowledgments and fee status communications
• Answer email from multiple shared inboxes, deal with telephone enquiries and manage daily live chat
• Request documentation from applicants as necessary and manage application tasks as required
• Liaise with faculties to ensure referred applications are processed in a timely manner
• Assist with confirmation of results and update status of offers
• Deal with sensitive, private and confidential information (e.g. PVG applications) in a professional manner adhering to relevant legislation including GDPR
• Work with a high level efficiency, meeting agreed turnaround times and performance targets
• Recording annual leave and absences
• Order office stationery and other goods, and book any travel required
• Assist with raising purchase orders and other finance processes as required
• Provide administrative support to Admissions Officers and the wider directorate as required

Customer Service

• Be a positive and proactive member of a customer-focused team with a willingness to undertake additional duties during busy periods
• Respond to enquiries from prospects, applicants, parents, teachers and advisors, providing informed guidance and advice, via multiple communication channels
• Participate in a range of on-campus recruitment and induction events, e.g. Open Days, Applicant Days and Clearing, some of which are held in the evenings or at weekends
• Explain complex processes to those who are not familiar with them with and for whom English may not be their first language, with a good level of cultural awareness

Essential Criteria

• Educated to Scottish Higher/ Higher National level
• Demonstrable administrative experience
• Demonstrable experience of providing a highly responsive and professional customer service
• Excellent organisational skills
• Excellent communications skills, both written and verbal
• Ability to work under pressure, meet deadlines and continually re-evaluate priorities
• Ability to work independently and as part of a team
• Ability to work occasional evenings and weekends (average four to five times per year)

Desirable Criteria

• Proactive in making improvements to existing processes with a positive approach to change
• Experience of using a variety of digital communication channels
• Understanding of the structure and operational procedures of the University
• Experience of using databases

The University

Communications, Marketing and Recruitment encompasses: Corporate Communications, Media Relations, Internal and Corporate Communications, Public Affairs, Marketing, Web and Digital Media, and International, UK and European Student Recruitment, and Admissions and Access.

In delivering the strategic priorities of the University, we support the enhancement of the University’s reputation for excellence in the student experience, teaching and learning, and high-quality research with global impact.

The Directorate provides a wide range of services to internal and external stakeholders and works closely with the University’s senior management team and across all faculties and professional support services. By adopting an integrated holistic approach to our work, we ensure the University’s strategic messages are effectively conveyed and understood by our stakeholders across all communications platforms.

Job Reference: SERV01571