SENIOR ADMISSIONS OFFICER

JOB REF: BS109A

SENIOR ADMISSIONS OFFICER
£18,555 to £20,256 PER ANNUM

Closing date: 27th September 2012 at 9am.
Please note that a provisional interview date has been set for 15th October 2012

We are looking for an extremely organised and efficient individual to join our Admissions Team. You will work with a dedicated team of Admissions Officers and assist the Team Leader in providing a focussed and efficient Admissions service to support the recruitment of new student applicants onto appropriate College courses. You will liaise with Curriculum Directorate staff to process applications for courses, arrange interviews and communicate with applicants. You will assist the Team Leader for Admissions in the supervision of the Admissions team and will also work directly with the public providing advice and guidance to current and prospective students about courses available at the College, develop and maintain information resources and collect and analyse statistics on the services provided. You will also act as the liaison between the Admissions Team and the Intensive Support Team in ensuring that applicants with support needs are assisted to access appropriate courses. You will also play a key role in co-ordinating internally progressing students onto the next course level. We are looking for candidates who are committed and enthusiastic, with exceptional interpersonal skills. Proven communication, planning and organisational abilities are essential and you will also have a good level of IT literacy. The ability to work within a flexible environment to tight timescales is a necessity.
We would expect you to have or be prepared to work towards a recognised Level 3 qualification in educational advice and guidance.

Details of the person specification and the accountabilities of the post are given below.

PERSON SPECIFICATION

Essential

• Evidence of handling administrative processes.
• Good levels of IT Literacy (particularly databases).
• Experience of working directly with the public providing customer services.
• Excellent verbal communication, negotiation and interpersonal skills together with the confidence and maturity to relate to a wide range of people.
• Ability to work as part of a team.
• A flexible and proactive approach.
• Experience of designing, organising, implementing and running effective administration systems.
• A ‘can do’ positive approach with the ability to use your own initiative and proactively provide ideas for improvements in systems and processes.
• Commitment to a high level of customer care.

Desirable:

• A recognised qualification in careers work or educational advice and guidance.
• Experience of giving telephone advice.
• Experience of working in an educational institution or in a similar role in an FE College.

• Experience of supervising staff.
• An interest in, or experience of, working with vulnerable client groups, eg. Disabled students or those with a Statemented Special Educational Need.

ACCOUNTABILITIES

The postholder will report to the Team Leader for Admissions. The postholder will be accountable for:

A. The maintenance and development of a comprehensive information base of the College’s course provision.

B. Provision of an initial response to enquiries by phone, e-mail, in writing and, where appropriate, in person.

C. Delivery, of individual initial education advice and guidance interviews to prospective and current students, and arrangement of follow-up interviews with specialist areas within the College as required.

D. Maintain a central admissions process for students and the administration of these processes within standards laid down in the Learner Charter.

E. Log, monitor, evaluate and report on the activities of the team as required by the senior managers.

F. Provide other support as may be reasonably required from time to time.

G. Assist the Senior Admissions Officer in supervising the Admissions staff to ensure the team provide a first class customer service to potential and current students in all communications and at each step of the application/admissions and enrolment process.

H. Complying with College wide policies and procedures

Below is a suggested list of duties that each accountability covers. The list is not exhaustive and may vary from time to time in order that the accountabilities may be met. Such a variation may be a common occurrence and cannot in itself justify a re-grading of the post.

CHECK LIST OF TYPICAL DUTIES

ACCOUNTABILITY A

1. Maintain an up-to-date, comprehensive and detailed knowledge of the College’s provision, particularly Full-time course provision.

2. Maintain an up-to-date general knowledge of alternatives within the local area through liaison with external agencies, eg. Youth Employability Service.

3. Ensure the provision of up-to-date Course Information Sheets for all the College’s Full-time courses according to the College standards.

4. Through liaison with appropriate College staff (e.g. Marketing) help to ensure that the College website is updated in line with updates in Course Information sheets pertaining to Full-Time and other appropriate courses.

5. Through liaison with appropriate College staff help to ensure that general information packs are updated and available.

ACCOUNTABILITY B

1. Provide a direct personal service to prospective and current students responding professionally, impartially and appropriately to requests for information about College courses or other educational choices.

2. Respond to any queries by phone, email or letter within the service standards levels agreed.

3. Maintain and regularly update standard letters, information packs and voicemail messages.

4. Ensure that the College’s central Admissions phone line is staffed during normal working hours.

5. During certain times of the year (e.g. during main College part-time enrolment sessions, parents’ evenings, careers and Open Evenings) provide a specialist initial drop-in service.

6. Contribute to outreach work in the local community, particularly local schools, promoting the College courses and advising on educational opportunities.

ACCOUNTABILITY C

1. Deliver one-to-one advice and guidance interviews to prospective and current students regarding educational opportunities and available support at the College

2. Conduct and record all interviews in accordance with established processes (e.g. Interview Checklists) and quality standards.

3. Liaise with College tutors to ensure that applicants are given accurate advice regarding course interview preparation

4. Take a leading role in liaising with the College’s specialist Intensive Support Team to ensure that applicants with support needs are assisted to access appropriate College courses.

5. Take part in the Schools events and other Advice and Guidance events throughout the year as required

ACCOUNTABILITY D

1. Work with admission tutors across the College to ensure the setting of appropriate interview dates for applicants.

2. Use the computer-based College admission process to:

• Log the receipt and send out acknowledgement of application forms.
• Arrange interview times and dispatch notification letters to applicants.
• Send out interview packs to admissions tutors and monitor the return and completion of paperwork.
• Produce and send offer letters.
• Log acceptance of offers.

3. Agree and send letters giving arrangements and dates for joining the College together with any supplementary information.

Help to organise and staff special events such as Open Evenings, Advice events, Student Support events and take an active role in the College enrolment events.

ACCOUNTABILITY E

1. Provide regular updates on the status and progression of applications as needed to complete the Key Performance Indicators.

2. Contribute to the preparation of written reports on the work of the unit as requested (normally annually) by the management team.

3. Ensure that all relevant College staff are kept fully informed of the processes and referral mechanisms managed by the team.

ACCOUNTABILITY F

1. In liaison with managers of the area, the postholder will be required to have the interest and ability to contribute to the department’s general marketing, events and advice and guidance to customers and current students. Cover for colleagues within the area may be required from time to time.

ACCOUNTABILITY G

2. To identify training needs of staff so as to meet both current and anticipated future demands on the team.

3. To encourage participation from staff in the decision-making process of work relating to the section through regular team meetings.

4. Through supervision to ensure the continuing development of staff to enable them to fulfil their full potential.

ACCOUNTABILITY H

1. Participate in College probationary review and appraisal processes, agree objectives with the line manager and ensure they are achieved

2. Comply with the College’s health and safety policy

3. Work to promote and contribute to the College’s Equal Opportunities Policy.

4. Apply the College’s safeguarding policy and practices.

5. Comply with the College’s procedures in relation to the requirements of the Data Protection Act.

6. Undertake such other duties as may be reasonably required.

GENERAL INFORMATION: TERMS AND CONDITIONS OF EMPLOYMENT

SENIOR ADMISSIONS OFFICER JOB REF: BS109A
£18,555 to £20,256

Full details of conditions of service will be provided in the contract of employment. For information, a summary of the main conditions is given below.

Exclusivity of Service
Employees must not, without the written consent of the Principal, undertake any employment or engagement which might interfere with the performance of duties at the College or conflict with the interests of the Corporation.

Salary
The salary will be Scale 4 £18,555 to £20,256 per annum

Working Hours
The standard working hours are 37 per week and the hours you will be expected to work will be in agreement with your line manager and may be subject to change. The College normal working week includes Saturday working and it will be necessary to work on a Saturday or in the evenings for which you will be given time off in lieu.

Annual Leave
The entitlement for the period of this contract is 20 days per annum plus statutory and public holidays. This will rise to 25 days in the leave year following completion of 5 years service. Annual leave is usually taken during College vacation time. In addition, the College may decide to close for up to 5 working days over the Christmas period. In these circumstances, you will be entitled to these days in addition to the basic 20 days. Any College closure of more than 5 days must be taken as part of the 20 days annual leave.

Pension Arrangements
All employees automatically become members of the Local Government Pension Scheme unless they decide to opt out. Your contribution rate depends on how much you are paid. The pay bands that apply from 1 April 2012 are:

If your full-time Pay Rate is: You pay a contribution of:

Up to £13500 5.5%
£13501 and up to £15800 5.8%
£15801 and up to £20400 5.9%
£20401 and up to £34000 6.5%
£34001 and up to £45500 6.8%
£45501 and up to £85300 7.2%
More than £85300 7.5%

The pay band ranges will be increased each year in line with the cost of living. City College Brighton and Hove will make a further contribution of 18.5% of the pensionable pay.

Health Clearance
All potential new staff are required to complete a Health Questionnaire and may be asked to attend a medical check.

Probation
All new staff to the College will be subject to a probationary period. The probationary period for this post is 6 months. Appointment to the College will only be confirmed after the satisfactory completion of the probationary period.

The Protection of Children and Vulnerable Adults
The College is committed to safeguarding and promoting the welfare of children and vulnerable adults, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Criminal Records Bureau.

The nature of this post requires the College to undertake a Criminal Records check on the appointed candidate for any convictions which make it undesirable for the candidate to undertake this post. Under the terms of the check you are not entitled to withhold information about convictions which for other purposes are “spent” under the provisions of the rehabilitation of Offenders Act 1974.

For these reasons, if you are shortlisted for this appointment you may be asked to complete a more detailed form for the purposes of the check. Any information you provide at that time will be treated as strictly confidential and will only be considered in relation to this application.

Please note that a conviction, bind-over or caution will not automatically disqualify you from employment, but any failure to disclose is likely to result in your dismissal. By signing the application form, you will be acknowledging that you understand that a criminal records check may be made.

English, Maths and ICT
The College is committed to ensuring that all staff have the necessary GCSE or equivalent in Maths, English and ICT (ECDL or CLAIT). The College is committed to providing support or training where appropriate to assist staff achieve these qualifications.

Smoking Policy
Smoking is not permitted on College premises.

Childcare Vouchers
The College operates a Childcare Voucher scheme for eligible staff. Further information on local childcare can be found on the Childcare Link website www.childcarelink.gov.uk.

Car Parking
There are limited car parking spaces available on College premises for a termly fee. Unfortunately we are unable to guarantee a parking space for all staff.

College Facilities
These are open to College staff and include use of the Library, Refectory, Snack Bar and Staff Common Rooms.

Closing Date
Completed application forms should be returned to Human Resource Management, City College Brighton and Hove, Pelham Street, Brighton, BN1 4FA. Alternatively, you can forward your completed application form to the following email address: jobs@ccb.ac.uk

Closing date: 27th September 2012 at 9am.
Please note that a provisional interview date has been set for 15th October 2012

***IMPORTANT INFORMATION - PLEASE NOTE***

You should be aware that any CVs attached will not be used in the shortlisting procedure, therefore please use the application form fully. Additional unnamed sheets may be included if necessary. This will assist the College in adhering to its equal opportunities procedure.

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