Admissions Administrator

Expiring today

11 Feb 2018
21 Feb 2018
Contract Type
Full Time
Job Summary

Join our busy Admissions Team and play an important role providing a positive service experience to our prospective students from all over the world as well as administrative support to the team.

We support our applicants from first point of contact until they enrol on their chosen course, so a good telephone manner and a commitment to delivering a high quality service are essential. You'll need excellent written communication skills, attention to detail, strong organisational skills and be proficient in the use of standard software packages.

Educated to Scottish Higher level or equivalent, we are looking for evidence that you have worked in a customer focussed environment where the emphasis is on providing clear and accurate information and guidance by email, phone and face to face. You'll back this up with strong administration skills, good working knowledge of databases and spreadsheets and accurate data input skills.

This post would suit someone who is looking to gain experience working within an office environment and who would enjoy helping people achieve their academic goals.

We would particularly welcome applications from men as they are under-represented in this area of our workforce

We're in the business of changing lives, developing students into highly employable graduates. Be part of their amazing journey and join our 1500 colleagues who already enjoy richly rewarding work, competitive pay and lifestyle afforded by our generous holiday entitlement.

Salary on first appointment is normally to the bottom of the scale, although in exceptional circumstances an appointment further up the scale may be considered.

Closing Date: 18 February 2018

Job Description

RESPONSIBLE TO: Admissions Manager

RESPONSIBLE FOR: No supervisory responsibility

PURPOSE OF POST: To give advice and guidance to our enquirers and applicants wishing to study at Robert Gordon University and provide important administrative support to the team by ensuring admissions related tasks are done accurately and in a timely manner.

  • Answer application and course enquiries made by phone, email, post and in person.
  • Plan and manage communications from Connect to support our marketing and recruitment activity in coordination with central departments.
  • Liaise with the Recruitment team in sending out specific communications to International applicants.
  • Enter application details and upload supporting documents into the university's application system and ensure applications are complete.
  • Assist with the administrative tasks related to the admission of our students in areas such as scholarships, deposit payments, refunds, visas and fee assessments.
  • Schedule and invite applicants to interviews/selection visits in liaison with the Admissions Officers, Academics and School Administrators.
  • Process decision, generate and issue correspondence associated with offers made to applicants.
  • Encourage applicants to submit missing documents to ensure application complete to enable review via phone and email.
  • Assist the Immigration Admissions Officer with financial checks and documentation upload.
  • Assist Admissions Officers in ensuring online course information sources are updated regularly to reflect the current entry requirements and course portfolio.
  • Support the team during the period of enrolment by assisting students through the process.
  • Co-ordinate and distribute mail received by the department on a daily basis.
  • Other general office duties as relevant to the post.

Person Specification


Qualifications and Professional Memberships
  • Educated to Scottish Higher level or equivalent.

Knowledge and Experience
  • Proven commitment to customer service.
  • Responding to customer requests by telephone and email.
  • Knowledge of working with databases and web-based systems.
  • Confident in using Microsoft Office e.g. Word, Excel and Outlook
  • Ability to prioritise and mange workload on a daily basis.
  • Attention to detail


Knowledge and Experience
  • Working knowledge of UKVI processes.
  • Previous Finance experience.
  • Previous administration experience.
  • Experience of working in the Higher Education Sector.


Behaviour 1: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 2: Liaison and Networking - Experience of circulating information in an accurate and timely manner, working across team boundaries to build and strengthen working relationships and leading and developing internal networks to pursue a shared interest

Behaviour 3: Initiative and Problem Solving - Experience of using initiative and creativity to resolve problems, identifying practical and suitable solutions

Behaviour 4: Team Development - Experience of providing advice or guidance to
new starts delivering training or instruction to others on specific tasks or activities

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