Administrator

UCL; Greater London; On-site; GBP 28,000 - 34,000; Full time

Job summary

University College London (UCL) invites applications for a student-facing Admissions Administrator to support MBBS admissions processes, Year 1 entry selection, and overseas medical student placements. The post holder will work with the MBBS Admissions Coordinator and liaise with academic and professional services staff and international partners.

You will manage interview logistics, open days, and inquiries, maintain admissions information, and ensure accuracy of data in student records

Qualifications

• Minimum of 5 GCSEs at Grade C or above (including Mathematics and English Language) or equivalent, or relevant experience.
• Educated to A-level standard, or equivalent professional experience such as report writing.
• High level knowledge of, and ability to work with, electronic media, including the ability to manage and manipulate complex data in excel spreadsheets, databases and VL
• Experience in a professional services role, preferably in a Medical School or other academic environment.
• Higher education to undergraduate degree level or NVQ Level II/III or equivalent.

Responsibilities

• Assists with interview process for entry to Year 1 including coordinating dates, panels and MMI circuits.
• Assists at Medical School open days and related events.
• Manages the Medical School Admissions Enquiries generic email account.
• First point of contact for applicants.
• Maintains admissions information and communications across local medical school websites and queries.
• Carry out other duties within scope as requested by line manager or senior staff.
• Follow and promote client policies including equality of opportunity and health and safety.

Skills

Verbal & written communication

Interpersonal skills

Time management

Attention to detail

Teamwork & independence

Confidential handling

Learning new systems

Use of student records systems

Data handling

Education

Undergraduate degree or NVQ II/III

GCSEs including Maths and English

Tools

Portico

SITS

VL systems

Job description

Main purpose of the job

The post holder supports MBBS admissions processes including selection for entry to Year 1, and overseas medical students visiting electives placements. Outside of the admissions period, the post holder supports Medical Student Support and Records services and assessment delivery.

The post holder assists the MBBS Admissions Coordinator and works closely with the MBBS Admissions and Deputy Admissions Tutors, Divisional and Deputy Divisional Tutors, and Medical Student Support and Records colleagues. The role is student-facing, and the post holder will liaise with a broad range of key academic, clinical and professional services staff across client and international partners.

Duties and responsibilities

• Assists with the interview process for entry to Year 1 including coordinating dates, panels, 'Multiple Mini Interview' (MMI) circuits, and processing outcomes.
• Assists at Medical School open days and other related events.
• Manages the Medical School Admissions Enquiries generic email account.
• First point of contact for applicants.
• Maintains admissions information and communications, including guidance held on local medical school websites and applicant queries.
• The role holder will carry out any other duties that are within the scope, spirit and purpose of the job as requested by their line manager or senior education administration and student experience staff.
• The post holder will actively follow and promote client policies, including Equal Opportunities policies, and be expected to give consideration within their role as to how they can actively advance equality of opportunity and good relations between people who share a relevant protected characteristic and people who do not share it.
• The role holder will maintain an awareness and observation of fire and health and safety regulations.
• This job description reflects the present requirements of the post and, as duties and responsibilities change/develop the job description will be reviewed and amended in consultation with the postholder.

Qualifications, experience and knowledge

• Minimum of 5 GCSEs at Grade C or above (including Mathematics and English Language) or equivalent, or having acquired relevant experience
• Educated to A-level standard, or equivalent professional experience such as report writing
• High level knowledge of, and ability to work with, electronic media, including the ability to manage and manipulate complex data in excel spreadsheets, databases and VL
• Experience in a professional services role, preferably in a Medical School or other academic environment
• Higher education to undergraduate degree level or NVQ Level II/III or equivalent

Skills and abilities

• Be computer literate, including using Microsoft Word, Excel, Outlook, Teams and the internet
• Demonstrate clear verbal and written communication skills (including accurate grammar, spelling and punctuation)
• Have good interpersonal skills and the ability to liaise with a variety of people, including the ability to relate to staff and students in a teaching and learning context
• Be able to prioritise and organise own workload, meet time-critical schedules
• Be able to work under pressure and deal with high volumes of processing
• Be able to collate and record information accurately using a variety of media
• Be able to work independently and as part of a team
• Be proactive and able to work confidentially
• Demonstrate commitment to high quality service provision
• Be willing and able to learn and use new systems quickly
• Be able to use student records systems (e.g. Portico, SITS) and virtual learning environments