Admissions Officer in Kilmarnock

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

• Your main duties will be to handle applications from point of submission through to enrolment. This will include assessing 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.

Essential Education, Qualifications & Experience

• 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.

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.