Admissions Systems Development Manager

Job details

Department

The Registry

Responsible to

Head of Admissions

Location

Kedleston Road, Derby Campus

Salary

£41,625 to £44,702 per annum (for exceptional performers, there is scope for further progression up to £59,733 per annum)

Closing date

Sunday 28 April 2024

Contract type

Permanent

Post type

Full-time

Adaptive working type

Hybrid
This role will be based on site, primarily in the named location with the opportunity to work remotely available in line with our Adaptive Working Framework .

Reference

0153-24

About the role

Are you dedicated to customer service and maintaining professional standards? If you are a manager in an educational/business setting with experience of designing and implementing efficient and effective systems and business processes, we encourage you to consider the Admissions Systems and Development Manager role.

This role is pivotal to the successful Admissions operation at the University of Derby and you will help to ensure the department is meeting the aspirations and regulatory requirements of Admissions by reviewing, redesigning and re-implementing all that is part of the transactional architecture ensuring maximisation of available resources and technologies.

The Admissions team provides a vital service to support the University in meeting its target for UK and International recruitment across all undergraduate and postgraduate programmes and courses. With ever increasing competition to attract and convert the best applicants, it is vital that the team deliver an efficient, fair, responsive and transparent customer-focused service to applicants and internal stakeholders.

For further information and informal enquiries about this role, please contact Helen Mercado, Head of Admissions via [email protected]  

For enquiries regarding your application and for sponsorship eligibility, please contact the recruitment team via [email protected]  

Principal accountabilities

Lead from a functional perspective, in the design, development and implementation of processes and systems for enquiries, admissions, and associated Key Performance Indicators (KPIs). This will include supporting the Admission Managers to deliver effective governance of data for external returns e.g. Higher Education Statistics Agency (HESA) and metrics for university league tables, as well as providing training for the team in relation to business processes and associated systems.

Ensure that the Admissions team is well positioned to take advantage of available technologies and capabilities to achieve an uninterrupted transactional flow and an eco-system of data, information and transactions, creating lineage in systems to increase efficiency and effectiveness.

Ensure the development of robust, accurate and timely management information is available to inform divisional/institutional decision-making. Ensure agreed service levels are met effectively and efficiently.

Maintain and evolve further the applicant/student-centred culture to support institutional goals for recruitment, conversion and student experience. In doing so, to continually improve the approach, tools and methodologies used.

Create and maintain departmental groups/methods for engaging and supporting Admissions Managers and Team Leaders, and others. This will serve to support consultation but also to brief and inform colleagues in the institution on developments and requirements.

Provide leadership and management to the Admissions Development Officer ensuring that they are enabled and supported to deliver excellent services, in line with the goals set out by the Head of Admissions.

Deputise for/represent the Head of Admissions, when required by supporting management of strategic relationships and the profile of the Admissions area in relevant projects/groups/conversations.

Ensure that seamless processes, systems and relationships are established and embedded. Ensure evolution, efficacy and efficiency by working closely with all relevant key stakeholders

Support risk identification and management for the Admissions area and ensure an auditable operation.

Lead and actively drive digital/technological advancement of services and people in collaboration with the Marketing and Communications, Registry Systems and ITS teams to design and deliver implementations/programmes as required.

Carry out assessment and analysis of issues and problems, using specialist knowledge to identify and recommend appropriate solutions, and to refer significant issues as appropriate. In particular, to increase data capabilities and quality across the Admissions team and help instigate projects that contribute to our continuous improvement agenda.

Contribute to University projects using specialist knowledge and lead short term projects within own service.

Manage and coordinate testing of data, systems and workflows as required, working closely and advising relevant service areas.

Review and manage processing activities so they are focussed on advancing the service provision, contributing to an excellent student experience and enhancing the staff experience by improving data quality, championing data management best practice and regulatory obligations (e.g. GDPR), reducing the administrative burden and removing duplication of effort.

Work closely with the Registry’s and University’s Data Governance teams highlighting any concerns about confidentiality, integrity or access to data and systems so these can be investigated without delay.

Draft reports, prepare and deliver briefings, training and presentations as required.

Ensure clear, effective and timely communication as appropriate to internal and external stakeholders. In particular to produce papers to propose changes or provide assurance as required.

Build and maintain relationships with contacts in other services, colleges or external bodies including attending internal and external meetings to ensure that service issues are appropriately represented and reported.

Uphold, understand and guard the applicant, student and academic regulations and policies for the institution and the interpretation of them. Hold the same regard for other internal/external policies and procedures.

Collaborate with key stakeholders across the University to develop practice which enhances the applicant/student experience and upholds the values of equality, diversity and inclusion.

Lead on risk identification and management for Admissions and ensure an auditable operation.

Maintain a high level of awareness and knowledge of sector trends, practice and developments, liaising proactively with external bodies to ensure that University intelligence and service delivery is fully informed.

Person specification
Essential Criteria
Qualifications

• A degree (or equivalent qualification) in a relevant subject area or comparable knowledge and transferable skills gained through professional experience

Experience

• Project management and implementation experience
• Demonstrable functional and management experience in an educational/business setting, leading staff teams and deploying resources, taking responsibility for decisions
• Experience of designing and implementing efficient and effective business processes and systems
• Experience of managing change at a management level
• Demonstrable experience of successfully managing competing priorities within a resource-limited environment
• Experience of negotiating stakeholder requirements, planning work and managing expectations
• Experience of leading successful projects and implementations

Skills, knowledge and abilities

• Excellent interpersonal skills including the ability to demonstrate tact and diplomacy in dealing with a wide range of contacts both internal and external to the University
• Manage own time / priorities and the work of others in the team effectively
• Working collaboratively across boundaries to achieve common goals
• Building and maintaining strong working relationships at all levels across an organisation
• Ability to influence and negotiate for business benefit
• Excellent writing skills with ability to articulate complex matters clearly and adopt different styles according to audience
• Excellent judgement of situations and people and the ability to respond appropriately, professionally and commendably
• Strong customer and service focus
• Ability to adapt and be flexible
• Ability to understand and apply regulations/rules e.g. GDPR
• Confident to show digital competency across a range of technologies, including Microsoft Office (particularly Excel and MS Access)
• Create innovative solutions to problems, addressing the root cause and thus making high impact
• High level of ability in people leadership and management
• Excellent analytical skills and ability to convey messages
• Is consistently a positive role model to the team and strives for all team members to perform to their highest potential by inspiring and motivating others to always achieve their best
• Is focused and driven to achieve excellence in their own work and the work of others
• Thinks outside of the box and strives to constantly deliver efficient ways of working, creating a team ethos that this is the norm
• Displays ‘bigger picture thinking’ and considers the underlying purpose. Can consider a problem through widely asking searching questions; looks at things from all aspects to produce innovative solutions
• Constantly challenges the way things are done to deliver the best service possible for the institution
• Takes ownership and responsibility for themselves and the team and can proactively lead the team to resolve matters taking on a sense of ownership

Business requirements

• Able to recognise the need and be willing to work outside of normal hours at times as relevant to achieving service delivery, targets and deadlines, including when required during evenings and weekends
• Willingness and flexibility to travel and work between University and external sites in a cost effective and timely manner
• Adopt the University’s Core Values and Underpinning Behaviours
• Seek opportunities for continuous service improvement and development through research, evidenced based practice and institutional learning

Benefits

As well as competitive pay scales, we offer generous holiday entitlement. We also offer opportunities for further salary progression based on performance, and the opportunity to join a contributory pension scheme.

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How to apply

You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly as this will be our main means of contacting you regarding your application.

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If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at [email protected] .

Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.

Important information

The University is unable to sponsor the employment of international workers under the Skilled Worker route for this role; however, applications are welcome from candidates who are able to demonstrate an alternative right to work in the UK.

Please visit Applying from Overseas for more information.

What is Adaptive Working?

Adaptive working is about enabling a high-performing, flexible, and responsive work culture where the place, time, and manner of working are tailored to the specific work activity. This approach ensures that the working environment, including both physical and social surroundings, supports employees to perform at their best and meet the university's evolving needs.

In addition, adaptive working involves intentionally designing workspaces to support a range of activities and disciplines, providing the right environment for meaningful in-person connections and effective collaboration. This includes ensuring that employees have access to the necessary equipment and resources from their first day at the university.

Adaptive working encompasses different modes of working such as site-based, remote or hybrid working. It is a broad framework within which all staff can operate effectively according to their role.

Equity, diversity and inclusion

The University of Derby is committed to promoting equity, diversity and inclusion. However you identify, we actively celebrate the knowledge, experience and talents each person brings. Our students come from a wide range of backgrounds; therefore we are particularly interested to hear from applicants who will help our leaders and teams be more reflective of our student population.

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Further details

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Why join Derby?

Challenging, interesting and constantly changing, the University of Derby is an extraordinary place to learn and an incredibly rewarding place to work.

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The University of Derby is committed to safeguarding and promoting the welfare of all our staff, students and children. At the University of Derby, safeguarding is everybody's concern.