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Admissions Assistant - Team B

To provide advice and guidance to people seeking entry to the University. To provide advice and guidance to academic staff.

Closing date: Tuesday 14 Nov 2017

Reference number: REG1708 - 3452

Job details

Job details

Band 4, £18,776 to £20,989 pa, with opportunity to progress to £22,214 pa
Full time, 37 hours a week
As soon as possible
Responsible to
Admissions Officer Team B
Responsible for
Interview date
To be confirmed

Registry Services

For more information about the department visit the Registry Services website.



Registry Services is the central academic and administrative support department of the University. It has four main sections:

• Admissions deals with applications for full and part-time degree courses, HNDs, nursing and teaching qualifications It is also first point of contact for queries about courses at the University of Worcester and gives advice to potential students on a number of issues including how to make an application to the University, entry requirements, Open Days and Applicant Days.

• Student Records maintains students' personal and academic details and deals with all matters relating to student progression and includes: Registration and enrolment, production of timetables, including examination timetables, submission of Independent Studies and proposals, recording of module results, examinations and pass-lists, production of transcripts, HND and degree certificates, Awards Ceremonies, procedures for the suspension of study, transferring to another course, transferring to another institution, withdrawing from the Institution, changing mode of attendance, maintenance of student details, status and progression, allocation of personal tutors, processing of student loans, and Council Tax exemption forms and responding to reference requests.

• Complaints & Appeals deals with student complaints, student appeals and claims for mitigating circumstances.

• Programme Advice and guidance provides assistance to students in the planning and registration of modules that make up a programmes of study.

• Timetabling deals with the planning, coordination and publication of the University teaching timetable and the operation of the University’s adhoc room bookings.



Main duties

Main duties

1. Provide an advisory service to prospective students, including mature students, about the most suitable route of entry to courses offered at the University of Worcester. The advice provided will cover all admissions issues relating to applications, financial arrangements, accommodation, child care, support services, equal opportunity matters and, where appropriate, awareness of international concerns. The advisory service accounts for approximately 50% of office activity over the academic year.

2. Act as the principal contact within Admissions Office, with particular regard to courses within the Institute of Sports and Exercise , the Institute of Humanities and the Institute of Creative Arts.

3. Create application records as required on the admissions database and process decisions such as making offers ensuring that applications are processed in accordance with clearing house (eg UCAS) and University regulations.

4. Assess standard applications for entry to courses before forwarding applications to course tutors in order to select appropriate candidates for interview, and to issue timely invitations to applicants.

5. Consult with the Assistant Registrar or appropriate course tutors on all non-standard applications, making recommendations as appropriate.

6. Undertake an initial fees assessment on undergraduate and postgraduate applications maintaining a thorough knowledge of national fees regulations and University policy and procedure, referring difficult cases to the Assistant Registrar.

7. Co-ordinate arrangements for interviews, in association with the relevant course tutors, and ensure timely decisions are communicated to applicants.

8. Check the qualifications of international applicants, in consultation with the Assistant Registrar, if appropriate and verify that international applicants fulfil the English Language requirements of the University.

9. Attend to enquiries made in person, by phone, email and in writing as a first point of contact for Registry Services.

10. Maintain both manual and computerised records relating to students’ personal and admissions details, ensuring the information held is accurate, up-to-date and comprehensive.

11. Liaise with other departments concerning literature sent to applicants concerning their commencement at the University.

12. Make arrangements for the registration and enrolment of students commencing courses at non-standard times and register new students and amend details where required.

13. Monitor applications from students with disabilities, ensuring that close links are maintained with the Disability & Dyslexia Service.

14. Be able to produce reports from the admissions database using the appropriate reporting tool.

15. Provide administrative support for applicants disclosure applications to the Disclosure & Barring Service

16. Attend internal and external promotional events, as requested by the Assistant Registrar, including Open Days, Applicant Days, and UCAS Fairs. Attendance at such promotional events will require awareness of all courses offered at the University

17. Represent the University at national events and meetings, as directed by the Assistant Registrar.

18. Assist in the organisation, maintenance and development of the service’s administrative and record keeping systems.

19. Participate in appropriate staff development events.


General Tasks

20. To assist with Registry Services events such as Registration, Clearing, Applicant Days, Open Days and Award Ceremonies.

21. To assist with student enquiries at firstpoint, if required.

22. To undertake administrative work such as the production of internal and external correspondence, memo’s, reports and other related work within the section as appropriate.

23. To liaise with other departments within the Institution such as the Finance office.

24. To carry out all duties having due regard for the health and safety of yourself and others in accordance with the Institution’s Health and Safety Policy.

25. To carry out the duties of this post in a manner which promotes equality of opportunity and shows due respect for all employees and users of the Institution’s Equal Opportunities Policy and Harassment Guidelines.

26. To undertake other such duties that may be required from time to time as commensurate with the grade of the post.


*Maintain personal and professional development to meet the changing demands of the job; participate in appropriate training activities and encourage and support staff in their development and training.

*Take steps to ensure and enhance personal health, safety and well being and that of other staff and students.

*Carry out these duties in a manner that promotes equality of opportunity and supports diversity and inclusion, and takes into account the University's commitment to environmentally sustainable ways of working.



Person specification

Person specification

Please provide evidence of how you meet each of the essential criteria.

Essential Criteria

1 Education to A-Level or equivalent standard.

2 Excellent communication skills both verbal and written including letter and report writing.

3 Effective interpersonal skills, including tact, diplomacy and sensitivity to facilitate working with a wide range of people both from within the Institution and externally.

4 Good I.T. skills including word processing and spreadsheets

5 Experience of using and maintaining information on a large database.

6 Excellent organisational skills and the ability to prioritise workload in order to work under pressure and to tight deadlines.

7. To be a flexible and adaptable team player.

8. Able to handle information of a confidential nature in accordance with current Data Protection legislation.


Desirable Criteria

1 Experience of working within a Higher Education environment.

2 Degree-level qualification

Applications from Non EEA Workers:
Prospective applicants are advised to ensure that they are eligible to work in the UK without restriction.

Prospective applicants in points-based system immigration routes should assess their circumstances against the published criteria, which are set out on the GOV.UK website at .

Visit  for more information on how you can use a qualification from outside the UK to meet the requirements of the immigration rules.

Unspent convictions, cautions and bind-overs
The University is strongly committed to the fair treatment of its staff and potential staff, regardless of race, gender, religion, sexual orientation, responsibility for dependants, age, physical/mental disability or offending background.

In line with the University's policy on the Recruitment of People with a Criminal Record, shortlisted candidates are required to provide information of any unspent convictions, cautions and bind-overs. Applicants are advised to seek independent advice if there is any doubt about the status of a previous conviction, caution or bind-over. Disclosures will only be considered at the point when an offer of employment is made. The existence of a criminal record will not in itself prevent you from gaining employment.


This is a description of the job as it is presently constituted. This job description is intended to enable a flexible approach to be offered working across the University as required. It is subject to review and amendment in the light of changing needs of the University and to provide appropriate development opportunities. Members of staff are expected to participate fully in discussions about changing requirements and it is the University's aim to reach agreement to reasonable change. If agreement is not possible, it reserves the right to require changes to the job description after consultation with the individual concerned.



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