Job Title Faculty/ School/Department Responsible to: Responsible for: International Admissions and Conversion Officer International Office Head of Admissions and Conversion N/A Job Purpose The post-holder will provide a systematic customer service as part of the International Admissions and Conversion team to ensure an effective and efficient service for both internal and external customers, and by so doing achieve the target for recruitment of international students in line with the University s internationalisation strategy. The post-holder will also support the conversion of international students by providing positive assistance through the entire enquiry and application process, delivering a seamless service for its customers. Main activities and responsibilities 1. To be responsible for the successful and efficient operation of the admissions cycle for International applicants to meet the strategic aims of the International Office including meeting targets whilst ensuring regulations and policies are followed. 2. To be responsible for the effective management of enquiries by e-mail, post and telephone and effectively respond to enquiries in a timely manner. 3. To provide expert and friendly advice to enquirers, applicants and university staff on a range of issues including: Equivalence of overseas qualifications Application Process Course Selection and fees Status for fee payment purposes English Language requirements Immigration and visa requirements Operational processes Other related issues 4. To maintain accurate paper and computerised records relating to overseas applicants, to ensure that proper correspondence and documentation are received, acknowledged and are compliant with the UKVI rules. 5. To be responsible for receiving application forms, following up enquiries, receiving general correspondence, i.e. references, exam results etc, and checking entry qualifications.
6. To be responsible for making standard offers for specified courses in accordance with the minimum entry requirements specified by the admissions tutor. To liaise with designated faculty admissions tutors regarding non-standard decisions. 7. To ensure that before offers are made, applicants meet the rules set out by the UKVI, with the support of the Admissions Manager if required; but the post-holder is expected to build up and maintain their own working knowledge of these rules as part of the job. 8. To inform applicants of decisions and make interview arrangements as required for applicants. 9. To actively pursue outstanding decisions by following up with admissions tutors or applicants themselves for missing documentation, with reference to the Applicants Portal within SITS. 10. To actively follow up offer holders, giving guidance to support them in their decision making process and enabling them to successfully reach the CAS stage. 11. To provide support in sending out written communications to international enquirers, applicants, offer holders, acceptances etc. 12. To participate in international events as and when required in terms of planning, organising, staffing and analysing. To assist with Open Days and special events either in an office-based role or as part of the activity itself. To arrange meetings and events as required organising travel arrangements, car hire, car parking, hotel bookings and catering following Departmental and University guidelines and procedures. To provide hospitality to visitors and guests where and when necessary maintaining a positive and high level of customer service at all times. 13. To be responsible for the collection of applicants deposits and to undertake the recording and banking of monies received in line with audit requirements. 14. To assist with the organisation and recruitment of overseas students through clearing and post examination results period. 15. To assess applicants fee status to correctly determine their status as home or overseas for fee payment purposes. 16. To support the University s enrolment function for international students with regards to advice and guidance as and when required. 17. To ensure your knowledge of UKVI related and Admissions systems matters are kept up to date, through training provided. 18. To meet agreed service levels in terms of the international application, offer and CAS process. 19. Provide cover for other Admissions and Conversion staff as required line management. 20. To undertake activities commensurate with the level of the post as and when requested by line management.
Additional Key Requirements: Managing People and Resources May supervise support staff May provide work based training and guidance to new staff or less experienced colleagues within own area of work. Maintain electronic and hard copy record systems which may include: Routine staff information Financial administration associated with raising purchase orders, processing invoices, recording expense claims and timesheets and monitoring petty cash etc. to support finance colleagues and others. Budgetary Responsibility The post-holder will have no budgetary responsibility but is expected to be accountable and exhibit financial awareness and stringency when incurring costs associated with the role. Communication Respond courteously to enquiries and queries from colleagues, visitors and customers. Communicate frequently with colleagues, students and visitors. There is a requirement for good interpersonal skills, and the ability to flex communication style. Contacts Potential and official international recruitment agents Faculty admissions tutors and admissions officers University staff undertaking overseas recruitment / admissions activity Support staff within University Applicants and potential applicants Overseas students Overseas agencies and universities External organisations such as UKCISA, UCAS, UKVI, British Council Other UK international offices Teamwork and collaborative working Work with colleagues, and flexibly as needed to provide efficient and effective administrative support. Initiative, problem solving and decision making Resolve administrative queries seeking advice and support from relevant colleagues, supervisors or managers in order to respond to more complex or unusual queries. Work environment Be aware of the risks in the work environment and the potential impact on own work.
Person Specification 1. Formal Qualifications A good level of education, to degree level or equivalent is expected. English and Mathematics at GCSE level. 2. Experience Previous administrative experience in the higher education environment is desirable. Experience of operating and developing efficient administrative systems; particularly volume and accurate data processing in a customer -facing role. 3. Specific Skills/Abilities/Knowledge Excellent communication, customer service skills and strong interpersonal skills Strong customer focus Ability to deal with international recruitment agents and overseas institutional staff with care and sensitivity Ability to organise work efficiently Attention to detail and accuracy Ability to work to tight deadlines Flexible team worker with good interpersonal skills. Ability to work with a diverse student population Expertise in work processing / keyboard skills including experience in the use of Microsoft Office packages and relational databases such as SITS. Special requirements 1. The post-holder should be prepared to assist other teams within the International Office as required, in particular at times of peak activity. 2. The University reserves the right to vary the duties and responsibilities of staff. The above duties may be altered to suit the future needs of the service. 3. Staff are liable to serve at any of the University s places of employment as may be required. Expectations of all staff Professional standards All staff employed by Birmingham City University are expected to exhibit high professional standards which promote and demonstrate the University s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity. Equal Opportunities All staff are expected to understand and enact the University s commitment to ensuring equality and diversity in all activities. This commitment is enshrined in the Equality Statement and core values.
Dignity at work Every member of staff has a responsibility to ensure colleagues are treated with dignity and respect. The University is committed to creating a work environment for all staff that is free from harassment, intimidation and any other forms of bullying at work, where everyone is treated with dignity, respect and professional courtesy. Health and safety The arrangements for meeting the University s health and safety objectives are contained in the Birmingham City University Health and Safety Policy. This includes the responsibilities of key staff and procedures covering the main activities of the University. All staff are expected to take reasonable care of themselves and those that may be affected by their actions. Dress code The University does not operate a formal dress code for its employees, other than for those who are provided with uniform and/or protective clothing. However, employees must ensure that their dress is professional, reasonably smart and appropriate for the situation in which they are working. All staff should ensure that they present a professional image and one that reflects sensitivity to customer perceptions. This may reflect their ethnicity and lifestyle, but should not be provocative or cause offence to those with whom they have contact. Citizenship All staff are expected to adhere to good citizenship, being generous with help and support to others, collaborating with colleagues and working for the benefit of the University as a whole. In particular working to provide a positive student experience and achieving excellence in all the University s activities. This job description indicates the expectations of staff at this level. Job descriptions are not exhaustive and you may be required to undertake other duties of a similar level and responsibility.