Recruitment and Admissions Assistant
Vacancy Ref: : 053235 Closing Date : 23-Sep-2020
Contact Person : Sarah Forbes. Contact Number :
Contact Email : Sarah.Forbes@ed.ac.uk
College of Science & Engineering
Recruitment and Admissions Assistant (24 months, temporary)
This is an exciting opportunity to join the Recruitment and Admissions Team within the College of Science and Engineering, working to recruit students to taught programmes.
You will be part of a small team in a busy, lively office admitting suitably qualified applicants to the College and will play a key role in enhancing communication with applicants through all stages of the application process.
You will need to demonstrate a good standard of written and spoken English and be able to employ tact and diplomacy, and a customer service ethos, in dealing with applicants and their advisers. You will be able to work independently and flexibly within a team. Attention to detail and excellent communication and organisational skills are essential. You will have a good working knowledge of MS Office applications.
The post is located at the King’s Buildings campus, two miles south of Edinburgh city centre.
Informal enquiries can be directed to Sarah Forbes, Recruitment and Admissions Officer, Sarah.Forbes@ed.ac.uk.
Salary will be on scale UE04: £20,130 to £22,417 per annum.
Interviews likely to be held: week commencing 5th October 2020.
Closing date: 5pm on 23rd September 2020.
1. Job Details
Job title: Recruitment & Admissions Assistant
School/Support Department: College of Science and Engineering
Unit (if applicable): Recruitment and Admissions Team
Line manager: Recruitment & Admissions Officer
2. Job Purpose
Working as part of the Recruitment & Admissions Team to admit suitably qualified applicants to the College, adhering to the University's admissions policies at both undergraduate and taught postgraduate level. There will be opportunities to develop skills in supporting the student recruitment function for UK, European and international students.
3. Main Responsibilities
Initial receipt, checking and processing of applications to ensure that all necessary information has been provided and requesting any missing information; make some selection decisions, using clearly defined parameters for undergraduate applications and subject to approval by a second staff member; screening of overseas undergraduate applications as part of the offer making process; screening of online taught postgraduate applications to ensure that all required documents have been provided; processing of offers, amendments and confirmations using a complex database; sending out offer communications and joining instructions; maintaining applicant records. (Approx % of time 40%)
Dealing with admissions enquiries from applicants, parents, guardians, agents, schools and colleges with information and advice about applying to the College of Science & Engineering. Referring complex enquiries to the Recruitment & Admissions Officers. Liaising with the Science and Engineering Teaching Organisations and the University Student Recruitment and Admissions team. (Approx % of time 30%)
Working as part of a team on additional projects such as:
- Updating and maintaining the College web pages.
- Producing a College Newsletter annually, sourcing materials, working with a design team, writing and producing features and co-ordinating photography.
- Devising and leading campus tours for individual visitor and groups as and when required.
- E-mailing/telephoning international applicants in order to maximise conversion.
- Provide support to Head and Deputy Head of Recruitment and Admissions and Recruitment & Admissions Officers and other customers/staff as and when required (Approx % of time 10%)
Assisting with organising and attending recruitment events, e.g. Open Days, Parents Information sessions, Careers Fairs etc. (Approx % of time 10%)
Supporting the customer facing function by being familiar with the key messages provided to applicants and their advisors as to why they should choose to apply to the College of Science & Engineering within the University of Edinburgh. This would also involve assisting with visits to the College from agents, careers advisors, and representatives from other Universities both within the UK and overseas to discuss possible links and collaborations (Approx % of time 5%)
Providing support to the Admissions Officers for a number of tasks including: preparation of ad hoc statistical reports, agenda and minutes for meetings; training of new and temporary clerical staff. (Approx % of time 5%)
4. Planning and Organising
- Plan daily workload to ensure enquiries are answered and undergraduate and postgraduate taught applications are processed timeously, providing an effective and efficient Recruitment and Admissions service.
- Prepare for and assist with the organisation of recruitment events.
- Attend Open Days and Recruitment events, representing the University in a professional manner. Give face-to-face, accurate information to all who attend, following up any complex queries once back at the office.
- Draft procedures to ensure all tasks are dealt with consistently and effectively.
- Adjust priorities as needed on a daily basis, communicating regularly with colleagues in order to manage constantly changing priorities.
- Mentor and/or train newer members of the team, following the University's policies and procedures at all times. Share best practice and relevant information with colleagues as and when required.
5. Problem Solving
- Respond to a wide range of enquiries from applicants, schools, parents, guardians and Schools within the College of Science & Engineering with regard to (for example) programme entry requirements, options for applicants who may not meet the entry requirements for their first choice programme, accommodation and other university services.
- Identify problems with the admissions database and highlight these to the Recruitment & Admissions Officers.
- Work closely with Schools and other Colleges to build up a network of useful contacts.
- Use IT solutions, e.g. Excel, and the EUCLID and BOXI systems utilised by the University, to resolve queries.
- Attend weekly meetings to discuss concerns, problems and to suggest solutions, whilst using initiative to highlight more important issues outwith these meetings.
- Use initiative to highlight and implement improved recruitment processes and procedures.
- Able to work as part of a team and independently in order to make decisions and resolve issues.
6. Decision Making
- Screen all UG Home/EU applications as required using defined selection criteria.
- Make admissions decisions on some UG applications using explicitly defined and detailed guidance and parameters.
- Screen all PGT applications as part of the offer making process for the Recruitment & Admissions Officers to use in the final decision making process.
7. Key Contacts/Relationships
- Recruitment & Admissions Officers, College Deputy Head of Recruitment and Admissions and College Head of Recruitment & Admissions
- Applicants and their advisors, agents, career advisors within schools
- Teaching Organisations in Schools in the College of Science and Engineering
- University Student Recruitment and Admissions Office, International Office, Admissions staff in other Colleges, Information Services, and UCAS.
8. Knowledge, Skills and Experience Needed for the Job
- Good general standard of education
- Good working knowledge of Microsoft Office and other IT programmes
- Understanding and experience of managing relationships with customers
- Ability to understand and apply in-house policies and procedures
Knowledge, Skills and Competencies
- Tact and diplomacy in dealing with applicants and their advisers, particularly where applicants have not achieved the qualifications required for entry to our programmes
- Strong interpersonal, communication and written skills
- Strong clerical and organisational skills
- Ability to prioritise workload and work on own initiative
- Good working knowledge of Microsoft Office and other IT programmes
- Knowledge of university admissions procedures gained within an FE/HE setting
- Knowledge of school qualifications both in the UK and in EU/International markets.
- Knowledge of programmes offered across the College and their entry requirements, and a broader knowledge of programmes offered across the University.
- Ability to work flexibly within a team
- Enthusiasm for change and learning new skills
- One of a team of nine Recruitment & Admissions Assistants, one Recruitment and Admissions Support Officer and one Visiting Student Officer, all reporting through relevant Line Managers to the Deputy Head and Head of Recruitment & Admissions
- Nine Recruitment & Admissions Officers (with complementary remits), reporting to the Deputy Head of Recruitment & Admissions
- One Deputy Head of Recruitment and Admissions, reporting to the Head of Recruitment and Admissions
- Annual number of UG applications c. 17,000 with average entry of 1,700 students
- Annual number of PGT applications c. 15,000 with average entry of 1,000 students
- 120 UG degree programmes
- 50 PGT degree programmes and increasing
- Seven Schools
10. Job Context and any other relevant information
Post is full time (35 hours/week), temporary.
All applicants should apply online by clicking the apply link at the bottom of this page and submitting an up to date CV. The application process is quick and easy to follow, and you will receive email confirmation of safe receipt of your application. The online system allows you to submit a CV and other attachments
We anticipate interviews will be held in the week commencing 5th October 2020. You will be notified by email whether you have been shortlisted for interview or not.
The closing date is 5pm on Wednesday 23rd September 2020.
Right to Work
In accordance with UK legislation the University of Edinburgh, as an employer, has a legal responsibility to prevent illegal working and therefore must check that all employees are entitled to work in the United Kingdom (UK).
To do so, the University requires to see original documents evidencing right to work in the UK before commencement of employment and this is normally carried out at interview. Details will be provided in any letter of invitation to interview.
For further information on right to work please visit our right to work website
In the circumstances where the vacancy does not meet the UK Visas and Immigration (UKVI) criteria for sponsorship the successful applicant must have the existing right to work in the UK or individual circumstances which enable permission to work to be obtained.
For further information about whether you require a visa and other visa routes please visit the GOV.UK website
Conditions of Employment
For employees on University Grades 1-5 or equivalent there are two pension schemes available: University of Edinburgh Staff Benefits Scheme (SBS) or the National Employment Savings Trust (NEST).
This role is grade UOE 4 and therefore the post holder will automatically become a member of the NEST scheme if their monthly earnings are deemed to be ‘qualifying earnings’ (equivalent to the HMRC monthly threshold above which their earnings are taxable). If the post holder’s earnings are not deemed as “qualifying earnings” and therefore will not automatically become a member they can opt in to the NEST scheme.
The post holder can choose to join SBS and by doing so they will not become a member of the NEST scheme.
Further information on the different employer/employee contribution levels required for each scheme and different levels of benefits that the post holder may receive may be found at on our Pensions website
The role is grade UOE4 and attracts an annual salary of £20,130 to £22,417 for 35 hours each week. Salary is paid monthly by direct transfer to your Bank or Building Society account, normally on the 28th of the month. Salaries for part-time staff are calculated on the full-time scales, pro-rata to the Standard Working Week.
The University reserves the right to vary the candidate information or make no appointment at all. Neither in part, nor in whole does this information form part of any contract between the University and any individual.
College of Science and Engineering (http://www.ed.ac.uk/science-engineering)
The College of Science and Engineering (CSE) is one of the largest and highest-ranked science and engineering groupings in the UK. Headed by Professor David Robertson, CSE comprises seven Schools (Biological Sciences, Chemistry, Engineering, GeoSciences, Informatics, Mathematics, and Physics and Astronomy) as well as a national supercomputing centre (the Edinburgh Parallel Computing Centre) and the Bayes Centre for interdisciplinary data science and innovation. We extend beyond the University through many joint activities - for example we host the cross-Scotland DataLab innovation Centre, we are a founding partner in the Scottish Industrial Biotechnology Innovation Centre, and we are a partner in UK-wide collaborations including the Alan Turing Institute and the Rosalind Franklin Institute. Most Schools are located 2 miles south of the city centre at the King’s Buildings whilst Informatics, EPCC and Bayes are located in the University’s Central Area near George Square. The College has over 3,000 academic and support staff, and educates some 6,000 undergraduates, over 1000 taught postgraduates and more than 2,000 research students. It is in the front rank of UK university science and engineering groupings for research quality and income, and is a key player in many European and international research consortia.
Research Excellence Framework (REF) 2014
In the 2014 REF over 95% of our staff were submitted. Of our seven submissions, four of which were as a joint research school in combination with a strategic research university partner through pooling, 3 were ranked top in the UK and all 7 were in the top 5 in their discipline in the Times Higher Power rankings.
The University of Edinburgh
For more than four centuries, our people and their achievements have rewritten history time and again. They’ve explored space, revolutionised surgery, published era-defining books, paved the way for life-saving medical breakthroughs and introduced to the world many inventions, discoveries and ideas from penicillin to Dolly the sheep. We have believed that anything is possible, we still do.
The latest Research Excellence Framework highlighted our place at the forefront of international research. This adds to our international reputation for the quality of our teaching and our student experience excellence. The University is proud of its success with online teaching initiatives, with 2550 students currently studying its online distance learning postgraduate programmes, and a total to date of more than 2 million enrolments for Edinburgh MOOCs.
As a member of staff, you will be part of one of the world's leading universities, with 20 Schools spread over 3 Colleges that offer more than 1600 undergraduate and 600 postgraduate programmes to over 41,000 students each year. Professional services are critical to this success as well as our world-class teaching, research and student facilities. In fact, we are one of the top employers in Edinburgh, with over 14,500 people spread across a wide range of academic and supporting roles.
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