Admissions Coordinator

Walbrook Institute London Limited; Greater London; On-site; GBP 27,000 - 33,000; Full time

Benefits offered by this job

Company pension plan

Private medical insurance

Life insurance

Perkbox membership

Flexible work options

Generous holiday entitlements

Maternity & paternity policies

Volunteering days

Birthday day off

Job summary

The Walbrook Institute London Limited seeks an Admissions Coordinator to screen and assess applications in line with admissions policies and UKVI requirements, ensuring a high-quality experience for applicants. You will collaborate across teams to secure student registration and help hit recruitment targets.

You will manage documents, maintain records in HubSpot and Quercus, respond to enquiries within SLA, and stay updated on study programs and promotions to assist applicants effectively.

Qualifications

• Proven track record in admissions for a UK university or institution.
• Fluent English, both written and spoken.
• Strong problem solving and process-improvement mindset.
• Experience with CRM systems (HubSpot or similar).
• Knowledge of UKVI CAS issuance regulations.

Responsibilities

• Manage full admissions process, verify documents and make decisions per policies.
• Maintain student data in HubSpot and Quercus for enrolment readiness.
• Handle admissions enquiries within SLAs and deliver excellent service.
• Coordinate with Sales, Enrolment, Student Support, Registry and faculty to optimise processes.
• Issue CAS for international students in line with regulations and CAS policies.
• Identify and implement tech solutions to streamline admissions workflows.

Skills

UK admissions experience

MS Office

CRM systems

UKVI compliance

problem solving

teamwork

excellent communication

fast learner

Education

UK University/Institution experience

Tools

HubSpot

Quercus

Job description

Role Overview:

The Admissions Coordinator will screen and assess applications in accordance with our admissions policies and internal and external regulations, ensuring high integrity of the admissions process and an excellent experience for applicants. In doing so, they will be responsible for ensuring high levels of student satisfaction through the admissions process, work cross-functionally to secure the student’s registration and support Walbrook’s student recruitment targets. The role is required to work across teams, building strong relationships with internal and external stakeholders, and provide mutual support with other departments.

Key Responsibilities:

• Responsible for the full admissions process, ensuring all required documents are provided, complete and verified where appropriate. You will make admissions decisions in line with policies and guidelines, escalating to the Head of Admissions when necessary
• Maintain and update student data in our applicant record system HubSpot and student record system Quercus ensuring completeness of the record in preparation for the applicant's enrolment
• Manage all admissions enquiries to agreed Standard Service Levels regarding turnaround times and Service Excellence
• Keep updated on study programs, marketing promotions and discounts to effectively assist applicants
• Provide exceptional customer support to applicants, addressing enquiries primarily through email and meeting performance metrics and service level standards to ensure an excellent applicant experience
• Collaborate with other departments, such as Sales, the Enrolment team, Student Support team, Registry team and the faculty to optimise processes and improve customer service
• Issue Certificates of Acceptance for Studies (CAS) to international students enrolled in on-campus programmes, ensuring full compliance with Walbrook CAS regulations and UKVI policy, maintaining a high standard of accuracy and attention to detail throughout
• Collaborate with the Head of Admissions to identify and implement technological solutions that streamline admissions processes, driving continuous improvements in operational efficiency
• Actively monitor and communicate developments across the admissions sector, with a focus on key recruitment markets and the specific needs of our applicant cohorts, ensuring the institution remains informed and responsive to emerging trends
• Carry out other relevant duties as required by the Head of Admissions and the Director of Student Engagement in support of the Student Engagement Team’s operations.

Skills and Qualification:

• Proven track record and competency working in the field of Admissions with a UK University/Institution
• Excellent problem-solving skills, goal-oriented and reliable behaviour and open to process improvements
• Proficiency in MS Office, experience with CRM systems or similar, quick to learn new IT systems
• Teamwork and independent work, striking a balance between the two
• Accurate, efficient, strong attention to detail, customer centric
• Understanding of UKVI compliance regulations in context to CAS issuance
• Communicating effectively with different audiences
• Fluent English skills, both written and spoken
• Collaboration across teams and adaptability to fast changing processes
• Innovation – proactively identify possibilities for process improvements

As part of your salary and benefits package, you’ll receive:

Lifestyle

• Company pension plan
• Private medical insurance
• Life insurance
• Perkbox membership

Life Balance

• Work Your Way - flexibility that works for you
• Generous holiday entitlements, increasing with length of service
• Excellent maternity & paternity policies
• Volunteering days
• Birthday day off

Wellbeing & Support

• Wellbeing Group programmes
• Twice a year "wellbeing pass" to allow time for yourself
• Employee Assistance Programme (EAP)

Up to £30,000 p.a.; Campus Based Allowance: £5,000