Undergraduate Admissions Co-ordinator

5 months ago

Cambridge, United Kingdom Queens' College, Cambridge Full time

Title: Undergraduate Admissions Co-ordinator

Reporting to: Admissions Tutor

Head of Department: Head of Tutorial & Academic Services

College Officer: Senior Tutor

**Overall Purpose of Job**

To support the Admissions Tutor with all aspects of the College’s undergraduate student admissions processes and procedures. To assist with the administration processes in the Tutorial Department, ensuring that the department provides an effective and efficient service which meets the requirements of the College

**Main Duties and Responsibilities include**:

- Assist the Admissions Tutor to ensure the Admissions Office processes and policies are up to date and comply with current regulations
- Ensure knowledge of current regulations and requirements for all areas of undergraduate admissions is up to date and relevant at all times (including visa regulations etc)
- Respond to all internal and external admissions enquiries, liaising with any other department or College Officer as required
- Co-ordinate with Director of Studies to produce a timetable for admissions interviews
- Schedule and arrange admissions interviews, book rooms and invigilators as required
- Distribute information to interviewers in preparation of admissions interviews
- Compile and distribute information for interviews and decisions between applicants and University departments
- Liaise with applicants, schools, CAO and other University Departments, student hosts, Fellows, and all relevant College departments during admissions round.
- Receive and check exam results before decision processing
- Work with the Admissions Tutor, Schools Liaison Officer and Widening Participation and Access Worker in all aspects of Student Recruitment and Access Initiatives within the College and the University
- Co-ordinate the maintenance and updating of the College’s undergraduate admissions and publicity materials, including the relevant pages on the College website
- Co-ordinate College Open Days and Offer Holder days in conjunction with the Schools Liaison Officer and Widening Participation and Access Worker
- Maintain and update information on financial guarantees (fees, maintenance etc)
- Liaise with the Cambridge Trusts on funding matters and deal with other Bursary Schemes as appropriate
- Liaise with Financial Office regarding any financial queries such as fee status, funding etc
- Manage and maintain the college’s electronic student records for incoming undergraduate students as well as CamSIS and ensure all undergraduate files are accurate and complete prior to handover to Tutorial Office
- Co-ordinate distribution of all information to incoming students, liaising with the Tutorial Office where necessary
- Maintain files of Inter-collegiate, UCAS, CAO and University policy documents on admissions
- Attend Admissions Co-ordinators meetings and other working groups as appropriate. Required to ensure sharing of good practice and development of admissions procedures more generally
- Co-ordinate, within College, the Organ and Choral Scholarships and other schemes, such as the Instrumental Awards, as appropriate
- Ensure the Queens’ Undergraduate Admissions Procedural Manual is accurately maintained
- Ensure knowledge of and adherence to departmental and University policies and procedures, including GDPR
- Complete and return undergraduate information/data requests as requested by the University and in accordance with required deadlines
- Ensure all tasks are completed accurately and within the required deadlines
- To undertake any other duties and responsibilities appropriate with the post as directed by the Head of Department and/or College Officer
- To support colleagues in the Tutorial Department as required and to support the overall work of the College.

**Training and Development**:
As part of the process of achieving the department’s objectives, we are committed to train and develop our staff**. **You will be provided with all the relevant statutory training required for you to carry out your role safely. Any further training requirements which will aid your personal development will be discussed with you at an appropriate time.

**Person Specification**

Essential:

- Educated to A level (or equivalent) or beyond, including GCSE English Language and Maths
- Minimum of 2-3 years’ experience in a complex administrative and public-facing role
- Highly literate and numerate
- Honest and trustworthy
- Approachable, tactful and diplomatic
- Excellent inter-personal and communication skills
- Able to deal with potentially difficult situations in a professional and sensitive manner
- Ability to manage and prioritise own workload - able to work to tight deadlines
- Able to work independently and as part of a team; to use initiative; to make decisions and solve problems
- Have a flexible, well-organised and ‘can-do’ approach to the varied and demanding workload
- Awareness of the need for confidentiality and accuracy

Desirable:

- Previous expe

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