Admissions Officer

Aberystwyth University; Aberystwyth; Hybrid; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Flexible working policy

Hybrid Working

27 days annual leave plus holidays

Job summary

Aberystwyth University invites applications for an Admissions Officer to join the central Admissions Team. You will manage enquiries and applications, guiding prospective students through the process and ensuring complete submissions.

The role involves working with domestic and international applicants, aims to convert enquiries into applications and eventual enrolments, and may include weekend work. You will liaise with multiple departments, uphold GDPR and university regulations, and

Qualifications

• Proven experience of dealing professionally with customers.
• Excellent organisational, communication and interpersonal skills.
• Ability to prioritise workloads and work under pressure.
• Willingness to work occasional evenings and weekends.
• Welsh language level B2 is required.

Responsibilities

• Provide first-class customer experience to enquirers and applicants.
• Assist applicants through the application process and verify documentation.
• Review and process applications against selection criteria for undergraduate and postgraduate levels.
• Ensure GDPR and regulatory compliance in decisions and data handling.
• Support recruitment and enrolment activities including Confirmation and Clearing.

Skills

Customer service

Organisational skills

Communication skills

Interpersonal skills

Welsh language ability

Flexibility

Education

A Level or equivalent

Honours degree (desirable)

Job description

We are looking to appoint an enthusiastic Admissions Officer to work in our central Admissions Team which manages course enquiries and home and international applications for Aberystwyth University.

The role of an Admissions Officer is extremely important given that you may be the first point of contact for potential Aberystwyth University students. Therefore, we are looking for candidates with a positive, can-do attitude, who are friendly, committed, flexible and have a professional approach to their work. You must demonstrate and deliver excellent customer service, be a team player and have an aptitude for working in a busy environment.

With occasional weekend and additional hours of working required to support admissions activity, you will be part of a supportive and focused team who play a key role in ensuring that the University meets its recruitment targets while following documented procedures and processes.

You will be expected to work closely with colleagues within GMSR and other departments, contributing to a range of activities that support undergraduate, postgraduate, domestic, and international student recruitment and admissions.

To make an informal enquiry, please contact: Kylie Evans, Head of Admissions Operations [e-mail]

Appointments are normally made within 4 - 8 weeks of the closing date

Applicants for this post are advised that January and between July and September are exceptionally busy periods for the Admissions Team and opportunities for leave during these periods will be limited.

What you’ll do

This job description is subject to review and amendment in the light of the changing needs of the University, to provide appropriate development opportunities and/or the addition of any other reasonable duties.

To provide a first-class customer experience to enquirers and applicants to the University. You will be expected to confidently provide advice and information on the courses offered at the Aberystwyth as well as assisting enquirers through the application and associated processes. You will assist applicants (and their advisors) with their enquiries, ensuring that their applications are complete, follow up for missing documentation and process applications to an agreed entry criteria.

• To proactively respond to study enquiries from a range of sources and support activity to convert enquirers into applicants, applicants into acceptances and acceptances into enrolled students.
• Receive, review and process applications against the relevant selection criteria at undergraduate and postgraduate level from prospective home and international students.
• To assess the suitability of applicants to study at Aberystwyth and make decisions on applications following consultation with Admissions Tutors and/or other colleagues as required.
• To support processes and statutory checks to determine an applicant’s suitability and/or eligibility to enrol at the University. This may include English language requirements, financial checks, or other relevant requirements.
• To ensure that all decisions made, and data captured comply with GDPR, Home Office/UKVI and University regulations.
• To liaise with colleagues in other departments who provide information, advice and guidance to domestic and international applicants and their advisors. This may include, but is not restricted to, UKVI Compliance and International Student Advice, Campus Services, Academic Registry, Finance and other colleagues within the Department.
• With guidance, develop and maintain constructive relationships with key external stakeholders which may include, but is not restricted to, institutional partners (domestic/ international) and other external agencies.
• To engage with training and development initiatives to ensure that knowledge and levels of expertise are maintained.
• To provide guidance and support to University staff on admissions matters as directed by the Head of Admissions
• To deliver a consistently high level of service at all times to both internal and external customers and provide information, advice and guidance to support applicants and their representatives through the application process.
• Check and update course entry requirements/ information on the University’s website and other relevant sites e.g. UCAS.
• To adhere to data quality standards set within the Team and contribute to the continued improvement of the admissions service provided on behalf of the University.
• To make recommendations as to how processes may be improved in support of the applicant experience, contributing to the development of new systems and working practices to enhance the University’s admissions service.
• To ensure that relevant business process guides are reviewed and maintained.
• To contribute to other recruitment and enrolment activities, including supporting Confirmation and Clearing activities, and assisting visitors at the University’s Open and Applicant Visiting Days.
• To comply with all health, safety and wellbeing policies and procedures at all times and to take responsibility for promoting and safeguarding the welfare and protection of others.
• To apply the University’s Equality, Diversity, and Inclusion Policy in the postholders’ area of responsibility and in their general conduct.
• To carry out other duties, commensurate with the grade of the post, as may reasonably be directed by your line manager.
• To undertake health and safety duties and responsibilities appropriate to the post.
• To be committed to the University’s Equal Opportunities and Diversity Policy, together with an understanding of how it operates within the responsibilities of the post.
• To be committed to your own development and that of your staff through the effective use of the University’s Effective Contribution Scheme.
• Any other reasonable duties requested commensurate with the grade of this role.
• Undertake other duties as assigned by your line manager, commensurate with the role's grade.
• To be a flexible member of the team, supporting colleagues at peak times of workload and pressure including attendance at university events e.g. open days, graduation which may include weekend work.
• Promote equality of opportunity, and to support and uphold the University's commitment to diversity and inclusion in all aspects of your work.
• To support the university strategy and underlining plans, engage in continuous personal and professional development in line with the demands of the role, including undertaking relevant training and development activities to develop yourself and support the development of others.
• Fulfil health and safety responsibilities appropriate to the role, while actively promoting the personal health, safety, and wellbeing of staff and students as a member of the Aberystwyth community. Additionally, support the University’s commitment to environmental sustainability through responsible practices and engagement.

The above does not represent an exhaustive list of duties associated with this role.

Who you are – Qualifications, Experience, Knowledge and Skills required

Essential

1. Educated to A Level (or equivalent standard) or have relevant professional experience.
2. Proven experience of dealing professionally with customers.
3. Experience of demonstrating judgement and the ability to follow policies and procedures and apply them accurately and effectively within a timely manner.
4. Demonstrable knowledge of standard IT packages and the ability to adapt to using a range of systems.
5. Excellent organisational, communication and interpersonal skills.
6. Able to prioritise workloads and perform effectively and efficiently under pressure.
7. A professional approach to resolving problems, working within standard policies and procedures.
8. A willingness to work occasional evenings and weekends to provide support for out of hours activities.
9. Oral (spoken) and Written Welsh Level B2.*

Desirable

1. An honours degree or relevant professional qualification.
2. Experience of working in a university or college environment
3. Understating of higher education admissions process and procedure for either domestic or international students.
4. Oral (spoken) and Written Welsh Level C1.*

*More information on Welsh Language Levels can be found at:

https://www.aber.ac.uk/en/hr/policy-and-procedure/welsh-standards/

Benefits

• Flexible working policy
• Hybrid Working
• 36.5 – hour week for full-time roles
• Generous leave entitlements – 27 days annual leave plus bank holidays and university closed days
• Commitment to Professional Development
• Enhanced contribution to our workplace pension schemes
• Staff recognition and reward schemes
• Opportunity to learn the Welsh language for free
• Staff relocation bursary
• Maternity, Paternity, Parental and Adoption Leave
• Staff discount for gym facilities, hospitality, and retail on campus.

Please keep reading

Aberystwyth University generally supports hybrid working, allowing a mix of office-based and remote working for suitable roles to enhance flexibility and productivity. Job descriptions typically detail a primary work location alongside opportunities for flexible, remote, or home-based work, subject to service needs and manager approval.

We welcome applicants from all backgrounds and communities and, those that are currently underrepresented in our workforce. This includes but is not limited to Black, Asian and Minority Ethnic candidates, candidates with disabilities, and female candidates.

We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally.

Employment Visa

Under the UK Government’s points-based system scheme, this role does not meetthe criteria to be sponsored by Aberystwyth University (AU) for a Skilled Worker Route (SWR) application.