PGR Admissions Administrator

Reference
1105570

Branch
De Montfort University (Leicester)

Start date
26/11/2025

Duration
Other - See Job

Hours and days
37 hours per week

Dress code
Business Dress

Rate of pay
£13.84

Holiday rate
£2.16

Role

Unitemps, a campus-based recruitment agency owned by De Montfort University, is dedicated to assisting students, graduates, and local professionals in gaining valuable work experience and earning income.  

There are several benefits to engaging with Unitemps at DMU:  

Networking Opportunities: Through Unitemps, you may have the chance to work with various departments at the university and to engage with Leicestershire businesses. This can help you expand your network and establish connections that may be valuable for your future career. 

Professional Development: Many positions available through Unitemps may offer opportunities for professional development and skill enhancement. You can learn new skills and gain valuable knowledge while on the job. 

Career Progression: Some temporary positions may lead to permanent employment within the university, giving you a potential pathway for long-term career advancement. 

Contribution to the University Community: By working with Unitemps at DMU, you become a part of the university community and can contribute to its success and growth. 

THE ROLE 

The department of Doctoral College/ RBI at De Montfort University are looking to recruit a PGR Admissions Administrator to work 37 hours per week. 

Overall Purpose of the Role: 

Ensuring a seamless experience for potential students and supervisors around new admissions to doctoral programmes, including internal and external scholarship schemes, including doctoral training consortia. Key responsibilities will include administration of admissions including initial enquiries, processing applications, liaising with faculties, fee assessment checks including settled status definitions, issuance of offer letters, registration, and setting up of data records, providing specialist advice to applicants, potential applicants, agents and supervisors as required.  There are three entry points per academic year, which are the peak workload points, but work is ongoing throughout the year. As the role holder will be communicating with staff at all levels of the University, including academics, immigration compliance, visa advice, faculty research & innovation (RIO) managers, external sponsors, as well as PGR applicants, a highly professional attitude and the ability to complete work to a very high standard are essential. 

The Admissions Administrator will be a member of the Doctoral College’s administrative support team delivering an efficient and effective service to internal and external stakeholders. DMU currently has approximately 650 research students and has ambitions to grow that number over the next five years.   

The post-holder will work under the direction of the Assistant Doctoral College Manager and will manage their own workload. It is expected that the post-holder will also develop a broad understanding of other areas of activity within the broader Doctoral College administration team. 

Expected start date: ASAP

Expected end date: 27/02/2026

Expected interview date: TBC 

Rate of pay: £13.84

Holiday Pay: £2.16

This role is a hybrid/campus based role working 37 hours per week across 2 days in the office, 3 days at home. 

Duties and responsibilities

The main duties and responsibilities of the role include, but are not limited to:

• Providing specialist advice, information and guidance to applicants, prospective applicants, agents, PGR supervisors and other PGR stakeholders across the University relating to all aspects of the PGR admissions process, as well as fees, regulations, policies and processes.
• Ensuring accurate and timely records and have oversight on all admissions related matters including initial enquiries, supervisor allocation, offer letter issuance, admissions, registration, and setting up of data records, triaging as required, and working closely with other team members.
• Delivering high standards of complex administrative support. This includes the checking of admission documentation to ensure compliance with University entry policies and procedures and signing off on all offers prior to formal offers being made, returning documentation to relevant staff as necessary.
• Ensuring that EDI is at the heart of our processes and making recommendations to change and improve regulations and processes as needed.
• Keeping up to date with sector best practice and benchmarking representing DMU at external working groups and network meetings. 
• Taking part in PGR recruitment events, representing the Doctoral College and postgraduate research at DMU.     Administering the central university student databases, supporting continuous improvements to work flows, and suggesting further improvements to ensure a timely and effective process. 
• Providing data and reports as requested for REF, HESA, HESES and other bodies, both internal and external.
• Developing a good understanding and the ability to support all aspects of a research student’s journey, from admission through to registration and continuation of registration of research students where required.  
• Assisting in upholding research degree regulations in relation to all matters concerning admission and registration. 
• Being a positive and proactive member of internal groups as required and report back to the Assistant Doctoral College Manager and wider Doctoral College team as necessary. 
• Working with the Assistant Doctoral College Manager and the Head of the Doctoral College and Researcher Development to inform policy, process and regulatory changes where required.
• Providing support to any project work as required under the guidance of the Assistant Doctoral College Manager.  
• Proactively undertaking continuous improvement projects to ensure the Doctoral College continues to offer an exemplary service to both PGRs and colleagues alike.
• Taking minutes and administering University Committees when required.      
• Assisting in the informal day to day induction and training of new members of the Doctoral College team.
• Providing a professional and knowledgeable customer focused service at all times, including reception duties (shared with other members of the Doctoral College office) and dealing with wide ranging queries. Assisting in the development of processes and standard operating procedures in order to facilitate this.  
• Providing cover for team members in event of sickness or annual leave.  
• Contributing to other central University functions as required, for example note taking at appeal panels, supporting the University’s graduation ceremonies and other functions. 
• Performing any other duties commensurate with the job grade as reasonably required from time to time. 
• Treating all DMU staff, students, contractors and visitors with dignity and respect. Provide a service that complies with the Equality Act 2010, eliminating unlawful discrimination, advancing equality of opportunity and fostering g

  Skills and experience
  

  Qualifications and Training

  • A degree or substantial experience of higher education administration - Essential    
  • Knowledge of HE sector  - Desirable

  Previous Experience

  • Office experience in an administrative capacity in a data sensitive and customer centred environment -Essential    
  • Experience of quality assurance and management of data and records (paper and electronic) with absolute security- Essential   Experience of enquiry management- Essential    
  • Effective team working- Essential    
  • Experience of interpreting and giving advice on complex policies and regulations - Essential    
  • Experience of dealing with a high volume of work, including face to face enquiries with a range of stakeholders    - Essential   Experience in complex administrative including contribution to process review and improvement - Essential    
  • Committee servicing - Desirable
  • Ability to interpret data and write reports - Essential    
  • Experience of contributing to projects - Desirable

  Specific knowledge, skills, abilities, motivation and attitude

  • Ability to effectively and accurately communicate in written and verbal form to a wide-ranging audience, including where English is not the first language -Essential     
  • Ability to work accurately, calmly and with attention to detail in a highly pressured environment with tight deadlines - Essential    Exemplary interpersonal skills with the ability to adopt a proactive approach, using own initiative, to solving problems- Essential Ability to establish effective working relationships with a wide range of stakeholders - Essential     
  • Sound competency in Word, Outlook, Excel packages- Essential     
  • Competent in database use- Essential    
  • Professional, customer centred and flexible approach to work with the ability to reprioritise and support colleagues when priorities change- Essential     
  • Project management experience and expertise -Desirable
  • Presentation skills - Desirable

  Other

  • Occasionally able to work outside normal working hours including evenings and weekends- Essential    
  • Commitment to occasional UK travel- Desirable    
  • Demonstrable commitment to equality and diversity- Essential    

  Location
  De Montfort University

  Additional information
  

  Unitemps is acting as an Employment Business, supplying temporary workers, in relation to this vacancy. Unitemps are based on the 1st floor of the DSU Campus Centre.  

  Our friendly reception is open Monday to Friday 10am-4pm and the team are contactable on 01162078351 or Unitemps@dmu.ac.uk if you have any queries relating to Unitemps.  

  Unitemps DMU operates a monthly payroll - Please refer to the candidate information hub for DMU Unitemps in relation to pay dates and further information - HERE 

  Careers Support for DMU students ONLY

  The Careers Hub based in The Hugh Aston Building on Campus is for DMU students from all faculties to receive tailored Career support from trained Careers coaches; it is a useful space to visit should you have any questions regarding Careers!   If you are a DMU student and require help creating a CV/Cover Letter, why not make use of the Careers Team Skills Hub, available via MyGateway by clicking HERE 

   

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