BIRMINGHAM CITY UNIVERSITY INTERNATIONAL OFFICE JOB DESCRIPTION POST TITLE: GRADE: REPORTS TO: DEPARTMENT: International Admissions and Conversion Officer (Mandarin Speaker) 24,681-27,062 per annum Director of International Office International Office 1. Purpose of the Post 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 Duties 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 nonstandard 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 s 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. Organisation Responsible to: Day to day the post-holder will report to the Admissions Manager and be ultimately responsible to Head of Admissions and Conversion. Responsible for: The post-holder will have responsibility for management and supervision of casual staff employed as required. 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. 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 Other Uphold and promote the University s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity. These values define the principles of how we work together with our staff, students and partners. B REQUIREMENTS OF THE POST-HOLDER 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 Note: Excellent, 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. 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.
PERSON SPECIFICATION Job Title: International Admissions and Conversion Officer Grade: 24,681-27,062 per annum Faculty/Department: International Office Date Completed Signature Category and Guidance Essential Desirable N/ A 1. Physical Professional appearance. Excellent and organisational skills 2. Qualifications A good level of education, to degree level or equivalent is expected. English and Mathematics at GCSE level. How Identified Job History from application form and references. interview process. Formal possession of an appropriate qualification to be verified at appointment. 3. Experience Experience of operating and developing efficient administrative systems; particularly volume and accurate data processing in a customer -facing role. Significant experience in achieving targets and deadlines. 4. Training Interpersonal and skills Previous administrative experience in the higher education environment is desirable. Past employment activity record. related selection methods., e.g. presentation, group discussion. Past training history from application form
Excellent IT skills. 5. Special Knowledge Good level of IT skills, e.g. Word, Excel and relational databases such as SITS Ability to communicate in Mandarin 6. Circumstances (Personal) Ability to work under pressure and to deadlines. Proactive and responsive approach to change with flexible working approach.. and records. Selection process by demonstration of ability to display knowledge and skills at interview. Qualifications held and demonstration of knowledge at interview. Ensuring candidates are aware of these requirements from the job description, interview questions and application form details. 7. Disposition and Personal Characteristics Good interpersonal and skills. Good organisational skills. Attention to detail related selection process, e.g. exercises, group discussion, problem solving, questions etc. Ability to prioritise workload and anticipate problems. Ability of progressing work accurately whilst working under pressure and to tight deadlines
8. Practical and Intellectual Skills Ability to demonstrate initiative and original thought. Excellent written and verbal skills and a high level of attention to detail are particular skills required in this role. Ability to deal with international recruitment agents and overseas institutional staff with care and sensitivity. related selection process. 9. Legal Requirements Application form interview and reference. 10 Other Requirements Demonstrates a commitment to the University s core values of Excellence, People Focused, Partnership Working, Fairness and Integrity. Legal entitlement to work in the UK