Admissions Officer (Part Time - 40hrs Per Month)

GBS are looking for an Admissions Officer to join our dynamic and growing Admissions team. This is a key role which has been developed to support the growth of GBS and offers the successful candidate a fantastic opportunity to become an integral part of our ambitious and fast-paced Admissions Team. The Admissions Office is at the heart of the student recruitment journey, playing a key role in the achievement of GBS’s objectives through the delivery of a fair, efficient and transparent admissions process that enables equitable access for those students with the potential to succeed.

Reporting into the regional Admissions Manager, we are looking for an efficient and highly organised person to ensure that we remain compliant with both regulatory requirements and internal policies. You will be someone who relishes a challenge, is able to work flexibly, and can work at the fast pace required in a rapidly growing higher education institute. This part-time role requires someone able to work flexibly and involves working primarily on Saturdays, with additional weekday shifts scheduled as needed to reach a total of 40 hours per month. The successful candidate will work 3 or 4 Saturdays per month (depending on department need), with 8-hour shifts, and 1 or 2 additional weekday shifts to total 40 hours per month. Shift patterns will be provided in advance, but as the work pattern can change slightly month to month, we are looking for someone able to work flexibly with this in mind. For the first month, in order to receive the required training it will be necessary for you to be available to work during the week.

Schedule:

• Saturdays: 3 or 4 Saturdays per month (8-hour shifts)
• Weekdays: 1 or 2 additional weekdays per month (8-hour shifts), scheduled in advance to total 40 hours (5 working days) per month

Application Process:

Alongside your CV, we would ideally like you to provide a cover letter (no more than 400 words) outlining why you feel you would be a good fit for this role. Include any transferable skills and experience that might benefit the role and outline your motivation for applying. Prior experience is not essential, so your cover letter will help us to better understand your suitability for this position.

Main Responsibilities:

• To support and co-operate with the wider admission team to ensure the provision of an effective and efficient admissions service for GBS.
• Contributing a vital service to support GBS in meeting its targets for recruitment across all programmes.
• Manage time effectively, prioritising work to meet demands and recruitment deadlines.
• To maintain accurate records in accordance with GBS requirements, ensuring compliance and maintenance of relevant systems.
• Ensure accurate input of applicant related data and correction of applicant exception reports using the student management information system; in preparation of statistical returns (such as HESA).
• Provide advice and guidance on course options to applicants and potential applicants verbally and in writing.
• Deal with all internal and external queries concerning the progress and status of an application.
• Provide a quality, customer focused first line, advisory and information service, giving initial support and guidance on admissions policies and procedures.
• Carry out initial checks on applications for a portfolio of courses, including but not limited to minimum entry requirements, criminal convictions, multiple application identification, immigration checks.
• Monitor the responses of applicants to decisions and update the information on the institution's student record system.
• Invigilate all assessments taking place in the assessment centre and offer support to applicants if required and support the staff member conducting interviews.
• Booking interviews with prospective applicants via phone, e-mail and SMS.
• Handle telephone and email enquiries from prospective students, independently and in a timely and professional manner.
• Assist the Business Development Team with Open days when required.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned.

Requirements:

• Experience of dealing with a wide range of demanding individuals and of resolving problems quickly and calmly.
• Experience of being administratively self-sufficient and accustomed to exercising initiative.
• Confident user of the Microsoft Office package.
• Experience of prioritising and ability to balance a diverse workload while working with precision.
• Good organisational and time management skills; scheduling and prioritising multiple projects and tasks with varying deadlines.
• Excellent customer service ethos to enable effective delivery of services to internal and external stakeholders at all levels.
• Able to establish and maintain productive professional relationships with colleagues and stakeholder groups.
• Ability to manage change and respond positively to new challenges.
• Pro-active, responsive, motivated, and approachable.
• Ability to work under pressure.
• A flexible and adaptable attitude, including occasional evening and weekend working and off-site.
• A methodical and organised approach to work with a high level of accuracy and an eye for detail.
• Committed to working as part of a team.
• Demonstrate a high level of integrity and honesty, and an ability to manage information confidentially and sensitively.
• Degree, relevant professional qualification, or equivalent experience in relevant roles.
• General understanding of the full student lifecycle from enquiry to enrolment and understanding of the importance of admissions processes in maintaining student records and contribution to overall student experience.
• Demonstrable experience of the workings of an Admissions or related team.
• Experience in a course advisory role.
• Taking a pro-active approach to forward planning whilst remaining flexible to changing needs.
• Experience with student management systems (e.g.: SITS, Salesforce, Unit4).
• Experience with the UKVI Sponsoring System & Student Route regulations.
• Creative and innovative approach to problem solving.
• Knowledge of two or more languages.
• A high degree of judgement to make recommendations or decisions.

Other Information:

• 25 days annual leave (Pro Rata for Part Time), plus 8 public holidays
• 1-day extra leave per year of service, up to a maximum of 5 days
• Workplace pension scheme with NEST
• Tuition reimbursement for career development courses
• Cycle to Work scheme.
• Access to GBS “Life” - discounts platform, wellbeing centre and much more
• Reward and recognition programme
• £500 award employee referral scheme
• Discretionary annual performance bonus
• Specsavers eye care vouchers
• Access to a TOTUM discount card and eligibility for a Costco membership

The successful candidate will also be expected to demonstrate their commitment to GBS values and regulations, including equal opportunities policy. The GBS’s Social, Economic and Environmental responsibilities and minimise environmental impact in the performance of the role and actively contribute to the delivery of GBS’s Environmental Policy. To their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus. We improve lives through education, committing to inclusiveness and realising the power of diversity each day. We are proud of the many backgrounds, experiences, beliefs and cultures here at GBS — people are the heart of everything we do and our aspirations for the society we want to see in the future.