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Postgraduate Admissions Assistant

Newcastle University - Newcastle, NSW

Administration & Secretarial
Source: uWorkin


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

Salary: £19,133 - £21,236 per annum

Closing Date: 14 April 2021

The Role

We are seeking to recruit a highly motivated and enthusiastic individual to work in our Postgraduate Admissions Team at Newcastle University.

The role involves handling enquiries and applications from students from across the globe. You will provide essential support to colleagues in the Postgraduate Admissions Team. You will be responsible for maintaining admission records, retrieving, verifying and recording applicant information, processing decisions made by admissions colleagues, generating appropriate correspondence and responding to applicant and academic selectors’ enquiries.

You will have excellent written and verbal communication skills and a commitment to deliver an outstanding customer experience. Strong organisational and administrative skills are essential, as is the ability to work accurately with outstanding attention to detail. You will be numerate, and proficient in the use of Microsoft Office packages with a knowledge of or an interest in learning to use relevant university systems.

Thie post is full time, fixed term post for 24 months.

To discuss the role, please contact Amanda Tilley, Postgraduate Admissions Manager, Amanda.Tilley@ncl.ac.uk

Please note that leave may be restricted during periods of peak workload for student recruitment and admissions. The main peak period is August – September.

Key Accountabilities

  • Responding appropriately and efficiently to Postgraduate Admissions enquiries received through a variety of channels including email, CRM, post, telephone and in-person calls
  • Providing prompt and accurate information and advice to a range of standard enquiries and referring non-standard and complex enquiries to relevant colleagues or specialist teams as appropriate
  • Delivering an excellent customer experience to: prospective students, recruitment partners and other external stakeholders; and to colleagues across recruitment, admissions, academic units and central services
  • Supporting the maintenance of a bank of FAQs (standard responses) to common enquiries
  • Preparing applications for decision making by senior admissions colleagues. Including the retrieval, verification and recording of key applicant information against individual application records, and entering core offer conditions, as appropriate.
  • Requesting additional documentation from applicants to enable their applications to be considered
  • Maintaining accurate and complete applicant records, including data entry, amending applicant data and attaching documents to database records
  • Preparing and issuing admissions related correspondence as required, in a timely and efficent manner and in accordance with procedures
  • Developing a working knowledge and understanding of applicant and recruitment partners’ requirements and the University’s admissions policies and procedures
  • Maintaining operational systems and processes and ensuring compliance with policy and procedures
  • Providing administrative support to the Postgraduate Admissions Manager, Team Leader or Head of Postgraduate Admissions, including taking notes, minute taking, room bookings, and other general administrative duties as appropriate
  • Contributing to the effective and efficient running of the service through a collaborative team approach, providing assistance to colleagues as appropriate
  • Provide assistance to, and cover for, other areas of Student and Academic Services as required
The Person (Essential)

Knowledge, Skills and Experience
  • Good organisational and administrative skills
  • Ability to work to tight deadlines with a strong attention to detail and a commitment to data accuracy and integrity
  • Ability to work in a confidential and discrete manner
  • Good written and verbal communication and interpersonal skills, including those relating to tact and discretion, and the ability to relate to, and interact with, persons with diverse cultural backgrounds
  • Good numeracy skills
  • Good IT skills with proficiency in the use of Microsoft Office packages (Outlook, Word, and Excel) and aptitude for development in and use of core software and data systems (preferably SAP and CRM, although training will be provided)
  • Experience of using large databases to input data, maintain records, and retrieve information
  • Basic understanding of relevant admissions policies and procedures, as they affect the role
  • Evidence of relevant office experience, preferably in a student facing environment; previous experience in a customer-focused role. Experience of admissions or related areas in the HE sector or a comparable business environment is desirable
Attributes and Behaviour

  • Is factually correct and gives consistent verbal and non- verbal messages
  • Tailors content of communication to the audience, changing style, tone and format appropriately
  • Clear and concise; gets the message across to others
Planning and Organising
  • Works in a planned and structured way
  • Ensures that all activities are completed on time
  • Uses systems and tools to ensure records and audit trails are clear and up to date
  • Keeps work systems up to date, neat and tidy
  • Ensures that others know how process and systems work
Team Working
  • Shares relevant and useful information with others
  • Keeps other team members up to date with progress
  • Willing to help others and share workloads
  • Talks about other team members in a positive way
  • Asks others’ opinion
Delivering Services
  • Works continually towards achieving success through understanding and meeting or exceeding the expectations of the area, the University, students, colleagues and other stakeholders
  • Keeps fellow team members up to date with progress
  • Co-operates with others in achieving targets
  • Takes responsibility for achieving own targets
  • Pays attention to detail
Gathering Information
  • Gathers relevant information and facts
  • Has an eye for detail, spotting errors and ensuring accuracy of information
  • Is wary of assuming things
  • •GCSE English Language and Mathematics grade A-C, or 9-4 under the new system or vocational qualifications (NVQ2 or equivalent)
  • Experience in a relevant role
Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.

Requisition ID: 6803