Internal Applicants Only - Admissions Operations Manager

at  Cardiff University

PERSON SPECIFICATION

The Person Specification is split into 2 sections: essential and desirable. Please demonstrate clearly how you meet all of the essential criteria. You should give examples of how, when, and where you have used your experience, knowledge, specific skills, and abilities to match those required for this particular job role.
Please ensure that you communicate this fully by creating a new document containing your supporting statement, listing ALL OF THE CRITERIA and commenting against each one as to how you meet them.
This will need to be completed before you begin making your application online as you will be required to upload it. When uploading the supporting statement the document title needs to read “supporting statement” and should also detail the post reference number ending in BR relevant to the job you are applying for (e.g. Supporting statement for xxxxxBR).

DUTIES & RESPONSIBILITIES

Key Duties

• Lead the operation of the Admissions team through appropriate planning, organisation, communication, distribution/delegation of work, progress/workload monitoring, taking appropriate action and making independent decisions as required.
• Ensure the development of admissions process/es to ensure it meets (and where possible exceeds) applicant expectation and business need, including assessing system, digital and I.T. development.
• Ability to manage and to respond quickly and efficiently to key stakeholders and customers with clear, accurate advice and information.
• Line management of Admissions Team Leaders in the Operations Team.
• Ensure that current Admissions and University policy, processes and strategies are adhered to
• Under the leadership of the Deputy Head of Admissions, ensure successful delivery of Confirmation and Clearing (C&C). This will include supporting the C&C Operations Group and the Deputy Head of Admissions, to make certain that all stakeholders and teams involved in the event are undertaking their roles and tasks to the required standard. Key duties will also include working with the Admissions Support Team to ensure entry requirements and relevant information is maintained/kept up-to-date through the C&C period (internally, with UCAS and on the University’s website), ensuring the appropriate delivery of C&C training for the Admissions Team and other stakeholders, including monitoring take-up and escalating as appropriate, managing the UCAS embargo period ensuring appropriate training and communication to actively prevent breaches, working with the Deputy Head of Admissions and the SIMS Team to ensure the successful import of results in a timely manner from UCAS, and, to be the key contact for the Schools and Colleges in relation to entry requirement changes during the main (A Level) results period.
• Lead on and be responsible for provision of timely, up to date and accurate start of cycle and in-cycle admissions information to internal stakeholders and ensure any information provided throughout each cycle is accessible/communicated to this group.
• Manage the performance, induction, and development of the teams with the support of the Team Leaders, working closely with and utilising information provided by the Admissions Data/BI Teams to ensure consistency of workload and resource provision.
• Work with the Team Leaders to ensure the provision of all admissions processes relating to entry onto taught programmes including the collection, approval, and revision of central entry criteria ready for the start of each cycle.
• Work with the Admissions Support Manager and Team Leaders to assess developments to improve admissions services and/or processes. This includes reviewing online/direct application requirements/up-dates, enquiry management, provision of communications, process improvements and system requirements ensuring any up-dates/improvements are delivered in a timely manner each cycle.
• Support and guide team members in performance and welfare issues, escalating as necessary to specialist support areas.
• Managing and taking appropriate actions in relation to issues, complex enquiries or errors relating to the admissions process.
• Ensure the delivery of the team’s service level agreements, adapting these according to changes in workload and customer requirements.
• Co-ordinate training in areas relating to the team’s work.
• Undergo personal and professional development that is appropriate to and which will enhance performance of both yourself and the wider team.
• Establish working relationships with key contacts to help improve service levels, developing appropriate communication links with the University’s Colleges/Schools/Directorates and external bodies as required.
• Provide support to University projects relating to admissions.

KEY DUTIES (CONT.)

• Ensure a supportive working environment, to promote health and well -being within the Admissions Team and wider University.
• Work closely with the Deputy Head of Admissions to ensure sharing of information and to be able to provide cover for each other during period of absence.

General Duties

• Ensure the appropriate up-to-date recording of admissions processes and duties (provision of training and process manuals).
• To ensure the provision of support for University open days, information giving and promotional events where the admissions team is represented (such as handling enquiries on an admissions stand or manning a telephone helpline). This includes liaising with the team leaders to ensure staffing, line management and provision of appropriate guidance and information (including any set up and logistic requirements such as the provision of equipment and materials have been undertaken).
• Ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.
• Ensure compliance with legal and regulatory requirements in respect of equality and diversity, data protection, copyright and licensing, security, financial, health and safety and other University policies, procedures, and codes as appropriate.
• To deputise for the Deputy Head of Admissions/Head of Admissions as required.
• Perform other duties which are not included above, but which are consistent with the role.