Admissions Officer

Main purpose of the job

· The administration of all aspects of the processing of graduate applications.

· Making selection decisions on applications against criteria agreed with academic colleagues.

· Handling enquiries received from applicants.

· Supporting the UKVI points based immigration process as it applies to graduate admissions.

· In undertaking these responsibilities, the postholder will liaise with prospective students and their representatives, members of staff in UCL academic units and Professional Services divisions and external agencies, such as UK ENIC.

Duties and responsibilities

· Handling enquiries regarding applications for graduate study (in person, by telephone and by email).

· Processing graduate applications including: creating database applicant records; managing on-line applications and the applicant portal; qualifications checking; decision processing, including offer letter production; fee status determination; updating database records, including confirmation decisions and verification of qualifications.

· Processing affiliate applications including: creating database applicant records; qualifications checking; decision processing including offer letter production; fee status determination; deferral requests; updating database records, including confirmation decisions and verification of qualifications.

· Where centralised decision making takes place - against agreed criteria, assessing the suitability of applicants for a programme of study to determine their potential to succeed and making the selection decision on whether to admit the applicant. Liaising with relevant admissions tutor/programme directors in cases where a decision is unclear.

· Liaising with Senior Admissions Officer and admission tutors regarding offer production and conversion rates to ensure offer quotas and intake targets are being met.

· Preparing Points Based Immigration System documentation for applicants, in accordance with UCL agreed procedures.

· Representing UCL at Higher Education recruitment fairs and other related events.

· Championing the admissions system workflow and portal project to colleagues within UCL.

· General administrative duties such as filing, scanning, sorting post and archiving.

· To ensure effective communication with line manager regarding work in progress, implementation of developments and emerging trends or issues.

Special working conditions

· Staff may be subject to the following, as determined at the discretion of the Head of Department: restrictions on the taking of annual leave during the main enrolment period of each academic year and/or at times of high section-specific workload; occasional work outside of normal hours, on weekends and/or business travel.

· Student and Registry Services operate agile working practices, which include: hybrid working, with a minimum expectation of one day per week in the office, a clear-desk policy as standard, and opportunities for compressed working hours. Working arrangements are subject to the needs of the division.

Other or occasional duties

· SRS staff may be called upon to assist with additional duties relating to Health and Safety as required; this may include acting as a Safety Liaison Officer, First Aider or Fire Marshall. Staff may also be invited by the Executive Director of Student Services and Registrar from time to time to volunteer for roles in SRS deriving from other UCL strategies, policies or initiatives.

SRS divisional expectation

· All postholders in SRS are expected to contribute to major events and activities delivered by the division. These include enrolment, examinations, A-level publication, and graduation. The precise duties to be undertaken will be agreed between the staff member and their line manager. This will not include additional periods of leave embargo in addition to any arrangements that may be in place relating to the core duties of specific roles.

· All postholders have a responsibility to carry out their duties in a resource efficient way and actively support UCL's Sustainability Strategy, policies and objectives within the remit of their role.

General

· Follow and actively promote the UCL Ways of Working

· Carry out any other duties within the scope, spirit and purpose of the job as requested by the line manager.

· To undertake all work in line with UCL policies, procedures and regulations and to ensure at all times the promotion of equality of opportunity and non-discrimination in accordance with UCL's Equal Opportunities policies.

· To maintain an awareness and observation of Fire and Health & Safety Regulations.

· This job description may be reviewed and be subject to amendment in consultation with the postholder.