Admissions Administrator (International Office)


University of Northampton
Other - See Job
37 Hours
Smart Casual




To be part of the University’s admissions service meeting the needs of applicants, tutors and other professional staff. To take responsibility for the accurate and expedient administration of all applications. Within the overall team structure, to take responsibility for and develop a comprehensive understanding of, a portfolio of assigned courses. To be a source of expertise on admissions matters, including UKVI Student Visa compliance responsibilities, and be able to provide concise and accurate information to applicants and staff.
Receive and process applications for the University against given criteria including non-EU qualifications.
• Maintain the electronic student record including processing changes in a student’s personal details, course transfers, suspensions of study, withdrawals etc.
• Process module choice forms for new students in accordance with standard procedures, checking legitimacy of student choices.
• Produce standard reports from the student record system using reporting tool and use spreadsheets.
• Maintain students’ files including recording of email and telephone communications.
• Word-process letters and other documents using set templates as well as drafting individual letters.
• Work closely with colleagues to support the University’s compliance with its UKVI Sponsor requirements.
• Provide standard advice and guidance on applicant admissions, and regulation and policy as appropriate.
• Respond effectively to general enquiries from internal and external stakeholders.
• Maintain up-to-date knowledge of relevant UKVI policy and practice.
• Work with the team to ensure compliance with standard procedures and UKVI requirements.
• Liaise with internal departments e.g. Marketing, International Student Services, Student Admin teams, Academic tutors, School staff and the wider Admissions team.
Operational Expectations
• 100% accuracy on data entry to the student record system following checking procedure.
• Take ownership of day-to-day operational issues/anomalies and propose solutions.
• In providing advice and guidance on applicant admission be able to identify what is or is not within own competence.
• Full and up-to-date awareness of UKVI regulations and policy and ability to implement UKVI practice
• Provide a quality customer service to internal and external stakeholders.
• Take responsibility for the quality and accuracy of own work.
• Manage own diary, working independently where necessary.
• Act as an effective team member: Collect data/information to support the team.
• Engage in professional development and develop an understanding of the HE environment.
• Follow standard procedures

Generic Duties and Responsibilities
• The post holder will be expected to undertake other responsibilities and tasks as reasonably requested by the Head of International Student Recruitment: Marketing & International Relations and International Relations or Team Leader.
• The post holder may be required to participate in Open Days, Welcome Weekend and other key University events that may be outside the working week.
• The post holder will be responsible and accountable for ensuring all employment legislative requirements are adhered to including equality and diversity and health and safety issues.
• The job description may be altered at any time in the future in line with the level of the post to meet changing institutional requirements, but only in full consultation with the post holder.
5 GCSEs (to include English) at Grade C or above, or equivalent
Bachelor’s Degree or equivalent

Working knowledge of relevant systems, e.g. databases, equipment, processes and procedures including proficiency in relevant software packages e.g. Microsoft Office

Carry out routine record keeping, filing, data inputting, cataloguing, logging and maintenance of simple databases to ensure accurate records are maintained

Working within established procedures under clear guidance, prepare documents and other materials to a clear brief using established formats and standard software

Undertake some more specialised administrative functions within defined admissions procedures such as assessing application forms, processing Module Choice forms and Disclosure and Barring (DBS) checks

Request basic information and/or receive and respond to everyday enquiries from/to applicants in accordance with standard procedures, using discretion to refer requests outside post holder’s knowledge base to appropriate person/area to provide prompt effective service

Maintain network of contacts knowing who to liaise with on key issues

Plan and prioritise own work activities to ensure that work is completed efficiently, effectively, accurately and to deadlines

Knowledge and experience of UCAS systems and processes

Personal Qualities
Maintain good communication; keep team members up to date with workload issues, changes and demands and assist colleagues when needed
Offer ideas and suggestions to improve team processes

Highly motivated with a positive attitude, a willingness to take on new developments and able to receive constructive feedback

Competent written and oral communication skills and numeracy and literacy skills e.g. writing letters to an acceptable standard

Excellent telephone manner and able to convey detailed information clearly and concisely

Ability to adapt to organisational change

Ability to adapt to technological advances in the workplace
Waterside Campus or any of the University of Northampton premises as required