At a Glance
- Tasks: Support applicants through the admissions process and enhance their experience.
- Company: Join a leading university with a commitment to diversity and inclusion.
- Benefits: 28 days annual leave, increasing to 33 after 5 years, plus additional closed days.
- Other info: Flexible working patterns available, fostering a supportive work environment.
- Why this job: Make a real difference in students' lives by guiding them through their educational journey.
- Qualifications: Customer service skills and experience with databases are essential.
The predicted salary is between 26707 - 31236 € per year.
Grade and Salary: Grade 5 – £26,707 – £31,236 per annum FTE
Working Pattern: 1.0 FTE, 35 hours per week (Mon‑Fri 9am‑5pm)
Open Ended Organisation: Prospect Experience; Marketing, Recruitment, Admissions and Communications
Holiday Entitlement: 28 days annual leave, increasing to 33 days after 5 years’ service, plus 9 buildings closed days
About the Admissions Office: The Marketing, Recruitment, Admissions and Communications group is at the heart of attracting, engaging and delivering exceptional student and stakeholder experiences. The Admissions Office handles over 20,000 applications to undergraduate and postgraduate programmes at our Scottish campuses each year and offers support to admissions colleagues at Dubai and Malaysia campuses. Our aim is to ensure that all applicants receive a high‑quality service that is timely and fair and we strive to put the applicant at the heart of everything we do.
Purpose of the Role: Based in our busy Admissions Office, you will provide administrative support for the UCAS and direct application processes, ensuring the effective delivery of admissions services and contributing to recruitment target success each year. Reporting to an Admissions Business Partner, you will work with colleagues in the team, Schools and the Marketing, Recruitment, Admissions and Communications directorate to handle every applicant appropriately and efficiently.
Key Duties and Responsibilities:
- Provide an exceptional applicant experience and continuously improve service delivery
- Process all applications against set criteria and within agreed timescales, making decisions or referring to the Admissions Business Partner if required
- Issue offers and handle supporting documentation, making confirmation decisions
- Assist in arranging interviews or collating portfolios
- Assess applications and award scholarships to suitably qualified applicants
- Use the University’s student record system (Banner) and CRM system to record decisions, ensuring compliance with data legislation and policies
- Handle issues related to applicant data receipt and ensure data quality in systems
- Calculate fee status for all applicants against current fee legislation
- Provide support and guidance to colleagues on a wide range of admissions enquiries
- Support the Prospect Experience team in dealing with enquiries from applicants and their advisors
- Assess eligibility for Tier 4 sponsorship of international students
- Support university events including Open Days and Clearing Call Centres
- Undertake any other duties as reasonably required by the Admissions Manager
Education, Qualifications & Experience:
Essential:
- Educated to a minimum of SCQF Level 6 or significant relevant experience
- Competent in using Outlook, Word, Excel
- Demonstrable provision of excellent customer service
- Evidence of delivering against targets
- Experience using complex computer databases, preferably student record systems
- Excellent written and verbal communication skills
- Meticulous attention to detail
- Experience working under pressure and to prescribed timescales
- Appreciation of working with confidential information
- Understanding of current issues in Higher Education
Desirable:
- Knowledge of UCAS
- Experience administering higher education environment
- Experience with CRM systems
- Knowledge of fee status regulations and assessment
- Knowledge of Tier 4 issues
How to Apply: Please submit via the Heriot‑Watt online recruitment system: a cover letter describing interest and suitability for the post, and a full CV. Applications can be submitted up to midnight (UK time) on Monday 8th June 2026. Interviews are expected to take place on Monday 22nd June in person.
Equality and Diversity: Heriot‑Watt University is committed to securing equality of opportunity in employment and to creating an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all. Heriot‑Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from under‑represented groups. For more information, please see our website and also our award‑winning work in Disability Inclusive Science Careers. We welcome and will consider flexible working patterns such as part‑time working and job share options.
Admissions Officer employer: Heriot-Watt University Malaysia
Heriot-Watt University is an exceptional employer, offering a supportive and inclusive work culture that prioritises employee growth and development. With generous holiday entitlement, opportunities for flexible working, and a commitment to equality and diversity, the Admissions Officer role provides a meaningful chance to contribute to the university's mission of delivering outstanding student experiences in a vibrant academic environment.
Contact Detail:
Heriot-Watt University Malaysia Recruiting Team
StudySmarter Expert Advice🤫
We think this is how you could land Admissions Officer
✨Tip Number 1
Get to know the Admissions Office and its mission. Research their values and what they look for in candidates. This way, you can tailor your approach and show them you're a perfect fit for their team.
✨Tip Number 2
Network like a pro! Reach out to current or former Admissions Officers on LinkedIn. Ask them about their experiences and any tips they might have. This could give you insider knowledge that sets you apart from other applicants.
✨Tip Number 3
Prepare for the interview by practising common questions related to admissions processes and customer service. Think of examples from your past experiences that demonstrate your skills and how you handle pressure.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you're serious about joining our team and contributing to the exceptional applicant experience we strive for.
We think you need these skills to ace Admissions Officer
Some tips for your application 🫡
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Make sure to express your genuine interest in the Admissions Officer role and highlight how your skills align with what we’re looking for. Keep it concise but impactful!
Tailor Your CV:Don’t just send out the same CV for every application. Tailor it to reflect the key skills and experiences that match the job description. We want to see how you can contribute to our team, so make it relevant!
Showcase Your Customer Service Skills:Since this role is all about providing an exceptional applicant experience, be sure to highlight any previous customer service roles or experiences. We love seeing how you’ve gone above and beyond for others!
Apply Through Our Website:Make sure to submit your application through our online recruitment system. It’s the easiest way for us to keep track of your application and ensures you don’t miss any important updates from us!
How to prepare for a job interview at Heriot-Watt University Malaysia
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the Admissions Officer role. Familiarise yourself with the key duties and responsibilities listed in the job description, especially around processing applications and providing exceptional applicant experiences. This will help you answer questions confidently and show that you're genuinely interested.
✨Showcase Your Customer Service Skills
Since this role heavily focuses on delivering excellent customer service, prepare examples from your past experiences where you've gone above and beyond for customers or clients. Be ready to discuss how you handle difficult situations and ensure a positive experience for applicants.
✨Brush Up on Relevant Systems
Get comfortable with the types of systems mentioned in the job description, like student record systems and CRM software. If you have experience with similar tools, be prepared to discuss how you've used them effectively in previous roles. If not, do a bit of research to understand their functions and importance in admissions processes.
✨Prepare Questions to Ask
Interviews are a two-way street, so think of insightful questions to ask your interviewers. Inquire about the team dynamics, challenges they face in admissions, or how they measure success in the role. This shows your enthusiasm and helps you gauge if the position is the right fit for you.
