Admissions Administrative Assistant (Two Posts) Ref: SC3261

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1 ADMISSIONS, RECRUITMENT AND MARKETING SERVICE ADMISSIONS DEPARTMENT Admissions Administrative Assistant (Two Posts) Ref: SC3261 Post One: Indefinite Contract Post Two: Fixed Term Maternity Cover The Post This is an exciting opportunity to join a successful team working on Undergraduate and Postgraduate Taught Admissions. You will play a key role in ensuring the University maintains and builds upon its growing reputation as an institution of innovation and quality student experience. With responsibility for handling all aspects of recruitment and admission of students to the University, you will be part of a team that deliver efficient and effective services to a wide range of applicants. Due to the busy nature of the office, and the varied and interesting workload, you will need to have a good standard of education and recent experience of working within a busy office, excellent analytical, organisational and communication skills, be selfmotivated and able to work both independently and as part of a team. Informal Discussion For an informal discussion please contact Mr Luke Gibbons, Assistant Head of Admissions (UG) (Tel: or luke.gibbons@uea.ac.uk). Job Description A job description is attached as Appendix A. The precise duties will be agreed in discussion with the Manager. Person Specification The person specification for this post is attached as Appendix B.

2 GENERAL Salary Salary will be 18,777 to 20,989 per annum on Grade 4 on the single salary spine. The normal expectation is that starting salary will be at the minimum of the advertised salary scale. Starting Date The posts are available from 9 April 2018 or as soon as possible thereafter on a fulltime basis. One post is on an indefinite basis and one post is on a fixed-term contract to cover the maternity leave of the current postholder. Terms and Conditions of Appointment Full details of terms and conditions of employment for Secretarial & Clerical staff will be made available to the candidate to whom the appointment is offered. Annual Leave Entitlement There is an annual holiday entitlement of 20 days plus statutory (8 days) and customary (6 days) holidays. Superannuation The post is superannuable under the Universities Superannuation Scheme. Proof of Qualifications The person specification for this post lists qualifications that are essential and/or desirable and you may hold some or all of these qualifications. Please note that if you are short listed for interview you may be asked to bring to interview original certificates of these educational and professional qualifications. Please DO NOT provide these with your application. Entitlement to Work in the United Kingdom If you are shortlisted for interview you will be asked to bring to interview original documentary evidence of permission to work in the UK in line with a list of acceptable documents which we will provide to shortlisted candidates when invited for interview. Please DO NOT provide this with your application. This vacancy is not eligible for sponsorship under Tier 2 and non-eea workers must hold, or obtain, permission to work in the UK which would allow them to take up this post without requiring a Certificate of Sponsorship.

3 Occupational Health Assessment Appointment will be subject to a satisfactory Occupational Health Assessment to be carried out by the University s Occupational Health Service. APPLICATION AND RECRUITMENT PROCESS To apply for this vacancy, please follow the online instructions at: Your completed application should be submitted by 16 February In your application please state whether you are applying for Post 1 (indefinite) or Post 2 (fixed term), both posts, or if you have no preference. Please note that feedback will not normally be provided to those applicants who are not shortlisted for this post Equal Opportunities Monitoring Form Please note that the application form contains an Equal Opportunities section which must be completed. The Equal Opportunities information will not be made available to the selection panel and will not form any part of either the short-listing or decision making process. Referees In naming referees in your application, please provide only those who can immediately be approached and one of these must be your current employer, or if not employed your most recent employer. Interviews It is anticipated that interviews and tests will take place on 9 March 2018 and candidates who have not heard by this date should assume their application has been unsuccessful. Successful shortlisted candidates may be notified of their interview times by telephone and/or and it is therefore essential you include both of these in your application. Candidates should note that travel and incidental expenses incurred in attending the interview will not be reimbursed. This document is available in alternative formats e.g. large print, disc and on-line. If you need this document in an

4 alternative format please contact us on , fax , or JOB DESCRIPTION REF: SC3261 APPENDIX A Job Title: Admissions Administrative Assistant Grade: Grade 4 Department: Reporting to: Admissions Department Admissions Officer PURPOSE OF ROLE To provide support to undergraduate (UG) or postgraduate taught (PG) admissions processes within the annual admissions cycles. Recording and processing of information and data Responding to enquiries and processing applications Involvement in recruitment and selection events MAIN DUTIES AND RESPONSIBILITIES Prompt and accurate processing of applications following standard procedures and making note of applications requiring special attention. Dealing with enquiries from internal and external staff, applicants and prospective applicants and their families and other visitors in person, by e- mail, telephone and writing and forwarding these where appropriate. Dealing with straightforward requests for information, responding with standard information, passing more complex queries to superiors. Creation and maintenance of applicant files. Formal communication with candidates either in name of Admissions Officer or own name in accordance with agreed levels of authority. Maintaining central databases (such as SITS and Hobsons) and any office systems (for example relating to enquiries and attendance numbers on visit days). Where appropriate, updating of data and applicant status in order to issue Certificate of Acceptance of Studies (CAS) to enable applicants to secure a visa according to Tier 4 guidance. Liaison with Operations support team regarding changes to application records e.g. late deferrals and changes to course codes etc.

5 Assisting at Visit and Selection Days and University Open Days, in collaboration with the relevant academic staff. Updating relevant admissions and publicity websites and publications. Ordering and maintaining supplies of general information leaflets (Accommodation office leaflets, Sportspark and Norwich tourist information leaflets) sufficient for application packs etc. Collation and despatch of joining instructions. Assisting with registration and induction of new students and other signing-in events as appropriate. GENERAL INFORMATION All role holders are expected to undertake such other appropriate duties as may be requested. January 2018

6 APPENDIX B PERSON SPECIFICATION REF: SC3261 Job Title: Admissions Administrative Assistant Grade: S&C 4 Date: January 2018 Criteria Essential Desirable Education, Experience & Achievements Skills & Knowledge five GCSEs at Grades A-C (including Mathematics and English), or equivalent qualifications or equivalent experience proven recent experience of working in a busy clerical or administrative role experience of working with office procedures and administrative systems experience of working with Microsoft Office, Word, Excel and Outlook experience of working effectively in a team experience of prioritising tasks to achieve objectives experience of working in a customer-focused role good IT skills (Word, Excel, e- mail and databases) extensive working knowledge of using Microsoft packages ability to generate accurate data/ information from database record systems on request interpersonal skills and the ability to work sensitively with different people s needs good communication skills in English Language including ability to produce experience of working within the HE sector knowledge/ skilled use of any corporate IT system/database working knowledge of admissions rules and procedures

7 Personal Attributes Special Circumstances grammatically accurate s letters and memoranda ability to communicate effectively with staff, and with UK, European and International (Non-EU) students analytical skills organisational skills the ability to acquire a detailed knowledge of International Higher Education qualifications, qualification frameworks and admissions procedures attention to detail self-motivated to work independently without close supervision ability to use own initiative and resolve standard problems ability to work in team environment effectively ability to learn quickly and willingness to undertake further training, learn new IT and other skills and apply learnt skills in the workplace ability to utilise best practice within the team willingness to be flexible by undertaking additional duties and at times working in different office locations some late working may be required at periods of peak activity due to the predictable cycle of student recruitment, annual leave may only be taken at designated times of the year the post holder will be expected to work at planned University events e.g. Visit Days and Open Days which might include weekend working

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