Admissions Administrator

17913BR

Communications & Marketing

Administrative Support

Advert

Admissions Administrator
Admissions
Communications and Marketing

To provide excellent administrative and customer service support (including responding to frontline enquiries) to the Admissions department. Engaging and completing a range of routine administration tasks to meet operational and customer service requirements.  To ensure the streamlined processing of applications to the University including applying set admissions criteria.

There are three full-time, open-ended positions available.  

Salary: £23,700 – £24,533 per annum (Grade 3)

Date advert posted: Friday, 9 February 2024

Closing date: Friday, 23 February 2024

Please be aware that Cardiff University reserves the right to close this vacancy early should sufficient applications be received.

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds who have the ambition to create a University which seeks to fulfil our social, cultural and economic obligation to Cardiff, Wales, and the world.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Job Description

To provide excellent administrative and customer service support (including responding to frontline enquiries) to the Admissions department. Engaging and completing a range of routine administration tasks to meet operational and customer service requirements.  To ensure the streamlined processing of applications to the University including applying set admissions criteria.

Key Duties

• Responsibility for ensuring the accurate processing of applications to the University including data entry and record keeping using the University’s student record system.
• Where agreed, making decisions on applications by applying a set criteria.
• Responding to all enquiries from internal and external customers in a professional and timely manner, following established procedures, referring complex enquires to Admissions Supervisors, ensuring all relevant facts and information needed is recorded and passed on.
• First line complaint handling, passing complex complaints to the relevant Admissions Supervisor.
• Establish working relationships with key contacts to help improve service levels.
• Undertake a variety of routine administrative duties to support the team and department.
• Gather and analyse data to update administrative systems with accurate information.
• Take an active role in the team supporting team objectives and other team members, contributing to the training of new team members and peer to peer support.

• To respond promptly and accurately to requests for information and assistance from admissions tutors and support staff based in academic schools and from applicants.
• To liaise with external organisations as required i.e. UCAS.
• To act as a point of knowledge and guidance in relation to qualifications and eligibility for admissions to the University and to use that knowledge to verify supporting information provided by applicants in accordance with the University and external regulations.
• To ensure the accurate recording of (including all administrative support) and provision of guidance for applicants/internal customers in relation standard checks and admissions requirements for example (but not exclusive to) supporting Disclosure Barring Service (DBS) checks and fee status queries/checks.
• To provide support and guidance for admissions projects and annual process/system up-dates.
• To work flexibly to meet workload demands including working within different areas of admissions (and on occasion within other services/departments) to provide wider support and guidance.
• To provide support at University open days, information giving and promotional events, where the admissions team is represented (such as handling enquiries on an admissions stand or operating a telephone helpline) and ensuring provision of appropriate guidance and information.
• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties

• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties
• Abide by University policies on Health and Safety and Equality and Diversity
• Perform other duties occasionally which are not included above, but which will be consistent with the role
• Perform other duties occasionally which are not included above, but which will be consistent with the role.

Person Specification

See below additional information section for details on how to evidence that you meet the criteria listed below.

Essential Criteria

Qualifications and Education

1. Basic Numeracy and Literacy (for example NVQ 2/GCSE level A-C)

Knowledge, Skills and Experience

2. Experience of using common office IT packages (e.g. MS Office)

3. Proven high standard of organisational and general administrative skills, able to work to deadlines and to follow and apply agreed policies and procedures.

Customer Service, Communication and Team Working

4. Ability to communicate effectively and professionally with a wide range of people

5. Excellent attention to detail with ability to clearly record information to pass on to others

6. Ability to work as an effective team member, providing advice and guidance to other team members as necessary.

Planning, Analysis and Problem Solving

7. Ability to plan, prioritise and organise own workload within established time scales

8. Ability to identify problems using own initiative, determining which standard process and procedures can be used to solve them

9. A willingness to undertake further training and development

Desirable Criteria

1. Experience of working in a Higher Education environment
2. Experience of a data management system particularly SITS
3. Knowledge of CMA requirements
4. Fluency in Welsh, written and oral

Additional Information

IMPORTANT: Evidencing Criteria
It is the University’s policy to use the person specification as a key tool for short-listing.

When you submit your application online, you must include a supporting statement as a Word document or PDF which gives examples of how you meet each of the numbered criteria. When uploading the supporting statement the document title needs to read “supporting statement" and should also detail the post reference number ending in BR relevant to the job you are applying for (e.g. Supporting statement for xxxxBR).

You should list each numbered criteria and provide at least one specific example for each which shows how, when, and where you have used your experience, knowledge, specific skills, and abilities to match those required for this particular job role.

If you do not provide written evidence of meeting all of the essential criteria in the format stated above, then your application will not be progressed. We welcome the submission of CVs to accompany evidence of the job-based criteria.

The Admissions Department is responsible for the provision and administration of the University’s recruitment process and policies related to admissions. This includes the provision of application processes, decision communication and maintenance of systems related to the admissions process.

Admissions plays an essential role in maintaining the reputation of the University through effective communication to the public and to external and internal stakeholders. The Admissions team has a customer focused approach and the team represents the University on a corporate level and involves all three academic colleges and constituent schools.

The Admissions department are responsible for key links with external bodies such as UCAS and the Russell Group and aim to influence admissions practices not only at a local but at a national level. The Cardiff University Admissions department works on an evolutionary basis, working flexibly to meet service needs and demands and is committed to providing a world leading applicant experience.

Due to the nature of admissions work there will be key points in the year where leave will be restricted, extended opening hours will be operation and occasional weekend working will be required. This will be primarily around confirmation and clearing in August (but not exclusive to) and overtime will be required during these periods.

Job Category

Admin / Clerical