UNIVERSITY OF DERBY JOB DESCRIPTION. International Recruitment and Collaborations

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1 UNIVERSITY OF DERBY JOB DESCRIPTION JOB TITLE DEPARTMENT / COLLEGE LOCATION Senior Administrative Assistant IAdmissions International Recruitment and Collaborations Kedleston Road, Derby DE22 1GB JOB NUMBER SALARY 19,657 to 21,236 per annum pro rata (pay award pending) REPORTS TO Deputy Administrative Officer, IAdmissions Role Summary Part Time Post hours a week Senior Administrative Assistant in the International Admissions (Iadmissions) team, International Recruitment and Development. The post holder is required to undertake a wide range of administrative/clerical duties, which are typically carried out within the boundaries of established routines and procedures. The post will entail the maintenance of computerised systems, through accurate data input and supporting events and meetings administratively. The focus of this role will also necessitate presenting a positive image of the organisation through well written communications and courteous and helpful face to face and telephone interactions with colleagues, enquiers, applicants and students. Principal Accountabilities The post holder will be required to INFORMATION TECHNOLOGY Use electronic communication media for internal/external audience ie /skype/word processor Maintain spreadsheets & databases Produce standard management information reports/present statistical data 1

2 ADMINISTRATION TASKS Maintain files and recording systems Distribute/circulate information both internally and externally Monitor systems for currency and accuracy Decisioning and processing international applications through Peoplesoft Work closely with Colleges and Admissions Tutors to assess the suitability of applicants for admission to the course and for the suitability of the University for the applicant Ensuring the post holder has assessed the suitability of the applicant and process the international applicant application through the University of Derby International admissions system Check applicants Bank Statements to ensure they meet UKVI visa application guidelines Process applicants CAS on the SMS system for International Tier 4 students and make the payment through the University of Derby payment system as required Provide effective response to incoming enquiries regarding our courses, application/enrolment process, payment processes, visa and CAS issues Provide follow up with enquirers at all stages in the enquiries and applications pipeline Improve the enquiry experience for students and ensure that all incoming communications are effectively managed and answered within agreed turnaround times and in a professional and appropriate manner Be responsible for the relationship between the University of Derby and enquirers/applicants, ensuring their experience is a positive one. Proactively use database of enquiries/applicants to assess potential customer circumstances and qualify them accordingly so that intake pipelines can be accurately forecast and marketing campaigns targeted accordingly Work closely with Marketing, and other key staff and internal departments as necessary to ensure the University of Derby offer is clearly communicated to all prospects/enquirers/applicants Contribute to the development and delivery of marketing campaigns and communications plans to prospects and feedback/ report on outcomes and performance. Communicate with Enquirers and Applicants via telephone, outgoing and incoming international calls on a regular basis as business dictates. Update and maintain information on the CRM system 2

3 Provide accurate and regular reports, throughout the recruitment cycle, on conversion ratios and progress of prospects from stage to stage of the Application process ORGANISATIONAL Assist with organising events, eg. Aspects of Open days, meetings etc Ensure basic domestic arrangements are in place, inc. travel, hospitality and room bookings CUSTOMER CARE Embed the CRM process within the Admissions processes to ensure the applicant has all the information they require throughout their Enquiry and Application process as part of the student journey TEAM DEVELOPMENT Self-development, including mastering new technologies Attend team meetings/learning and development and other university events Contribute to team objectives and targets Effectively work with/support others internal and external to the team to meet objectives OTHER REQUIREMENTS Flexible approach to changes in work requirements as business dictates Must be available to work evenings and weekends as business dictates 1. Essential Criteria Qualifications Maths and English (or equivalent) GCSE and/or 1-2 years experience in an office environment Experience Experience of working effectively within organisational/external procedures/regulations Evidence of contributing to problem solving Proven experience of taking ownership of customer experience Previous experience of regularly making and receiving telephone calls to both internal and external stakeholders in an office environment 3

4 Experience of having worked to targets Skills, knowledge and abilities IT literate - ie can use key functions on /databases/word processors/spreadsheets Has a methodical work approach Manages own time effectively ensuring deadlines set have been consistently met Has an eye for detail and produces consistent good quality work Produces accurate written communication that is well structured Is able to deal with a wide range of customers and colleagues with confidence Is polite and courteous and has a helpful intent Consistent deliver of a high standards of work Business requirements Is able to offer a flexible approach to working ie some weekends/late working Able to adapt to changes as business dictates 2. Desirable Criteria Qualifications Customer Service qualification Experience Servicing committees experience Previous experience of telephone sales Previous experience of working in an Admissions department Skills, knowledge and abilities Is personally committed to delivery of first class customer relations 4

5 Benefits As well as competitive pay scales, we offer generous holiday entitlement. We also offer opportunities for further salary progression based on performance, and the opportunity to join a contributory pension scheme. For more information on the benefits of working at the University of Derby go to 5