At a Glance
- Tasks: Support applicants through the admissions process and ensure exceptional service delivery.
- Company: Join Heriot-Watt University, a diverse and inclusive community.
- Benefits: Enjoy 28 days annual leave, increasing to 33, plus competitive salary.
- Other info: Flexible working options available; great career growth opportunities.
- Why this job: Make a real impact on students' lives while developing your skills.
- Qualifications: Must have excellent customer service skills and IT proficiency.
The predicted salary is between 26707 - 31236 € per year.
Grade and Salary: Grade 5 - £26,707 - £31,236 per annum
FTE and working pattern: 1.0 FTE, 35 hours per week (Mon-Fri 9am-5pm)
Holiday Entitlement: 28 days annual leave, increasing to 33 days per year after 5 years’ service, plus 9 buildings closed days
About our School/Directorate and Team
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 as well as offering support and advice to admissions colleagues at our 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 Role
Based in our busy Admissions Office you will work as part of the team that provides 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 in partnerships with colleagues in the team, Schools and the Marketing, Recruitment, Admissions and Communications directorate to ensure that every one of our applicants is dealt with appropriately and efficiently.
Key Duties and Responsibilities
- Handle applications from point of submission through to enrolment.
- Assess fee status, making decisions against agreed entry criteria and where required, supporting the sponsorship of students for visa purposes all within set turnaround times and ensuring exceptional levels of customer service are maintained.
- Provide an exceptional applicant experience and strive to continuously improve service delivery.
- Process all applications against set criteria and within agreed timescales, making decisions on applications or referring to the Admissions Business Partner if required.
- Issue offers and deal with supporting documentation, making confirmation decisions.
- Assist in the process to arrange interviews or collate 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 relevant data legislation and policies.
- Deal with issues related to the receipt of applicant data, ensuring the quality of data held within systems.
- Calculate fee status for all applicants against current fee legislation.
- Provide support and guidance to colleagues on a wide range of enquiries relating to admissions.
- Support the Prospect Experience team in dealing with enquiries from applicants and their advisors.
- Assess eligibility for Tier 4 sponsorship of international students.
- Provide support to university events including Open Days and Clearing Call Centres.
- Undertake any other duties as may reasonably be required by the Admissions Manager.
Education, Qualifications & Experience
Essential
- Educated to a minimum of SCQF Level 6 or significant relevant experience.
- Competent in the use of relevant IT packages (Outlook, Word, Excel).
- Demonstrable provision of excellent customer service.
- Evidence of delivering against targets.
- Experience of using complex computer databases, preferably student records systems.
- Excellent written and verbal communication skills.
- Ability to provide meticulous attention to detail.
- Experience of 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 of administration in a higher education environment.
- Experience of working with Customer Relationship Management systems (CRM).
- Knowledge of Fee status regulations and assessment.
- Knowledge of Tier 4 issues.
How to Apply
Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing their interest and suitability for the post; (2) 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.
At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team. Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant 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 underrepresented groups.
We welcome and will consider flexible working patterns e.g. part-time working and job share options.
Admissions Officer in Edinburgh employer: Heriot-Watt University
Heriot-Watt University is an exceptional employer that prioritises employee well-being and inclusivity, offering a supportive work culture where staff can thrive. With generous holiday entitlement, opportunities for professional growth, and a commitment to diversity, employees are empowered to make a meaningful impact in the admissions process while enjoying a balanced work-life environment in the vibrant setting of Scotland.
StudySmarter Expert Advice🤫
We think this is how you could land Admissions Officer in Edinburgh
✨Tip Number 1
Network like a pro! Reach out to current Admissions Officers or alumni from the university. A friendly chat can give us insider info and maybe even a referral.
✨Tip Number 2
Prepare for the interview by practising common questions. We should focus on our customer service skills and how we handle pressure, as these are key in admissions roles.
✨Tip Number 3
Show off your tech skills! Familiarise yourself with student record systems and CRM software. Mentioning this in interviews can really set us apart from other candidates.
✨Tip Number 4
Apply through our website! It’s the best way to ensure your application gets noticed. Plus, we can keep track of our application status easily.
We think you need these skills to ace Admissions Officer in Edinburgh
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 a generic CV! Tailor it to showcase your relevant experience, especially in customer service and admissions processes. We want to see how you can contribute to our team and help us deliver exceptional experiences.
Showcase Your Attention to Detail:In this role, meticulous attention to detail is key. Use your application to demonstrate this skill—proofread everything! Typos or errors can give the wrong impression, so let’s make sure your application is spot on.
Apply Through Our Website:We encourage you to apply through our website for a smooth process. It’s straightforward and ensures your application gets to the right place. Plus, you’ll find all the info you need about the role there!
How to prepare for a job interview at Heriot-Watt University
✨Know Your Stuff
Before the interview, make sure you understand the role of an Admissions Officer inside out. Familiarise yourself with the UCAS process, fee status regulations, and the importance of providing exceptional customer service. This knowledge will help you answer questions confidently and show that you're genuinely interested in the position.
✨Showcase Your Experience
Prepare specific examples from your past experiences that demonstrate your ability to handle applications, work under pressure, and maintain meticulous attention to detail. Use the STAR method (Situation, Task, Action, Result) to structure your responses, making it easier for the interviewers to see how your skills align with their needs.
✨Ask Thoughtful Questions
Interviews are a two-way street! Prepare some insightful questions about the Admissions Office's goals, challenges, or team dynamics. This not only shows your enthusiasm for the role but also helps you gauge if the organisation is the right fit for you.
✨Practice Makes Perfect
Conduct mock interviews with a friend or family member to practice your answers and get comfortable with the interview format. Focus on your communication skills, as excellent verbal abilities are crucial for this role. The more you practice, the more confident you'll feel on the day!
