Admissions Administrator

Job Title: Admissions Administrator
Department: Recruitment and Admissions Services
Grade: Grade 4  
Salary range: £21,630 - £23,144 per annum
Working arrangements: Monday – Friday 9am – 5pm, with some evening and weekend work. Recruitment & Admissions staff are currently hybrid working, and from 3 October staff will normally work on-site for a minimum of two days per week (40% of contracted hours), Monday - Friday. 
Closing date: 17th October 2022
 
The University

At Durham University we are proud of our people.  A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting – Durham is a university like no other. 
Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally.  Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer. 
We would be thrilled if you would consider joining our thriving University.  Further information about the University can be found here

The Role and the Department

The Admissions Administrator will contribute towards a professional, knowledgeable, effective and efficient admissions service delivering the University’s strategic aims and targets and ensuring that University and external regulations and policies are adhered to. The post involves processing applications as part of a team, applying judgement to making criteria-based decisions. It also involves providing information, advice and guidance and developing positive working relationships with other staff within the Recruitment and Admissions Office, across the wider University, and beyond. A commitment to maximising personal and team effectiveness and the principles of equality and diversity is essential.  
Based in the Global Division, Recruitment and Admissions Services brings together a number of teams providing services in events, enquiry management, CRM, data analysis and forecasting, projects and compliance and admissions. It provides an essential service to the University in ensuring its financial sustainability and in delivering student number growth and increasing diversity in line with strategic aims and targets. We are the public face of the University in UK schools and colleges, through our contact with prospects, enquirers and applicants across the world and through our events programme. The team includes a range of professionals from a number of specialisms including administrators, decision makers, data analysts and forecasters, IT specialists, designers and marketers, events managers and recruiters.  

Working at Durham  

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits: 

•    27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year – a total of 39 days per year.  The University closes between Christmas and New Year. 
•    No matter how you travel to work, we have you covered.  We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
•    Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
•    On site nursery is available and children’s clubs in the summer holidays.
•    Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
•    There is a genuine commitment to developing our colleagues professionally and personally.  There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University.  All staff have dedicated annual time to concentrate on their personal development opportunities. 
•    The opportunity to take part in staff volunteering activities to make a difference in the local community
•    Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions. 
•    We offer generous pension schemes. 

Durham University is committed to equality diversity, inclusion and values
Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work.  
As a University equality, diversity, and inclusion (EDI) are a key part of the University’s Strategy and a central part of everything we do.  We also live by our values and our Staff Code of Conduct.  At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It’s important to us that all of our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities.  If you have taken time out of your career, and you feel it relevant, let us know about it in your application.  If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role 
 

What you need to demonstrate when you apply/Person Specification

When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role.  Further information about the role and responsibilities is at the end of this job description.  Where a criteria has an asterix* next to it, it may be given additional weighting when your application is considered.  

Your application should cover the following criteria:

Essential Criteria  
   
1.    Excellent oral and written communication skills.  
2.    Good digital skills including experience in using core digital tools including internet, email, digital communication tools, and Microsoft 365 applications, with ability to learn new systems
3.    Five GCSE’s at least Grade C or level four (or equivalent) including English Language and Mathematics (or equivalent experience or qualifications). 
4.    Post-16 qualification or equivalent experience.   
5.    Evidence of relevant personal development to maintain skills.  
6.    Relevant administrative experience in a busy office environment.  
7.    Experience of the checking of information requiring a high level of accuracy and attention to detail.
8.    Demonstrable ability to provide advice and guidance to a range of customers and colleagues.  
9.    Ability to work under pressure and meet tight deadlines without compromising on quality.  
10.    Ability to develop strong and productive relationships with colleagues across an organisation. 
11.    Ability to solve problems as part of a team.
12.    Ability to work independently and use own initiative in the completion of day to day tasks. 
13.    Experience of working with others to monitor and review service levels. 
14.    Ability to make criteria-based decisions and to think critically with sound judgement. 
 

Desirable Criteria
1. Knowledge and experience of Higher Education admissions processes, including making decisions on applications. 

2. Knowledge of UKVI student visa regulations. 

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above.  Where there are desirable criteria we would also urge you to provide any relevant evidence.  Please don’t forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.  

Submitting your application 

We prefer to receive applications online.  We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails 
 
What you are required to submit:
•    A CV 
•    A covering letter which shows examples of how you meet all of the criteria within the Person Specification  
 
Contact details 
If you would like to have a chat or ask any questions about the role, Charlotte Hogg  would be happy to speak to you: [email protected]

Further information about the role:

Role Delivery

•    Focus on checking stakeholder requirements to ensure the delivery of excellence with the frontline stakeholder experience. 
•    Respond to service users answering and recording standard queries.
•    Solve day-to-day routine problems and source background information within the role. 
•    Operate an admissions service and process decisions finding solutions or escalating queries where necessary.
•    Contribute to the planning of admissions activities, work and deadlines to ensure the smooth running and timeliness of service.
•    Apply professional and regulatory procedures and processes and use of systems. 
•    Apply standard professional and recognised regulatory procedures to make admissions decisions and process, check and reconcile anomalies within admissions data and information sets. 
•    Compile, record, store and archive data and information to ensure the accuracy and safety of information. 
•    Use standard office-based digital systems, tools and equipment to carry out data recording, communications and networking. 
•    Process and update key business documentation. 
•    Acquire, maintain and apply a good working knowledge of professional and regulatory procedures, policies and use of systems, including Durham University, UCAS, professional bodies, equalities, data protection and Home Office regulations, and Consumer Protection Law and Data Protection Legislation.
•    A commitment to equality, diversity and inclusion and the University’s values.

Teamwork
•    Record data and information accurately and provide reports as required to team members and more experienced staff. 
•    Assist team members to organise, plan and prepare for events, meetings and activities. 
•    Work with team members in the Admissions Team, the wider Recruitment & Admissions function and stakeholders across the institution to ensure the smooth running of administrative processes to support admissions to the University 

Communication/Networking

•    Provide a responsive and proactive support service for stakeholders.   
•    Flexible in approach to accommodate the needs of team members and/or service users. 
•    Liaise with internal and external suppliers, contractors and professional specialists to pass on information. 
•    Liaise and collaborate with staff in other areas of the organisation to ensure a seamless, smooth and efficient service and in order to develop own knowledge of the University and the admissions process.
•    Resolve queries and requests for information and advice and escalate more specialist and complex queries or issues to more experienced team members.
•    Liaise with representatives from other service areas, professional organisations and agencies where necessary. 
•    Provide service and support for networks, committees and meetings, to draft and distribute documents and communications in standard professional formats. 
•    Liaise with internal and external suppliers and specialists to support the organisation, planning and delivery of admissions activity. 
•    Provide expert information, advice and guidance to external customers and their advisors in writing and verbally, including participation in recruitment events, such as open days.
•    Any other reasonable duties. 

  
Useful links
If you would like further information you may find the following will help
 
Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement https://www.dur.ac.uk/ig/dp/privacy/pnjobapplicants/ which provides information on the collation, storing and use of data.