Download Admissions and Administrative Officer Information School Department of Social Sciences

About
The
Job.
Information School
Department of Social Sciences
Admissions and Administrative Officer
About
The
Job.
Pursue the extraordinary
Overview
The Faculty of Social Sciences is a large and diverse grouping of thirteen departments that
offer professional education alongside more traditional social science disciplines. This rich
and exciting disciplinary mix encompasses both world-leading academic research and
education and a strong practitioner focus in particular areas. It uniquely positions the
Faculty among Sheffield's peer institutions.
About the Department
The Information School at the University of Sheffield is recognised nationally and
internationally for its world-class research, excellence in teaching, and the achievements
of its graduates. It is the leader in its field in the UK, consistently ranked number one in
every national Research Assessment Exercise since 1986 and is a member of the
international iSchools organisation, a group of leading cognate schools established to
promote the role of the information field in shaping the future of the global information
society. The School, headed by Professor Val Gillet, currently has 25 members of
academic staff, 10 administrative and technical staff and around 70 - 80 research staff
and students.
More information about the School and its activities can be found on its web pages at
www.sheffield.ac.uk/is.
Job Role
This post will take the lead in supporting the recruitment of postgraduate taught (PGT)
students, with contributions from other team members as required. You will also support
other recruitment activities if required, especially at peak times. The role will work closely
with the Director of Postgraduate Recruitment and academic Programme Selectors to
ensure the timely and effective processing of all applications.
The role includes primary responsibility for a number of other administrative duties
indicated in the Job Description. Due to the changing nature of higher education, the
balance or focus of this role may change over time.
Job Description
Main Duties and Responsibilities

Provide administrative support for student recruitment, and contributing to the
smooth operation of the School Office.

Develop an understanding of the application regulations and processes, and the basic
structure and delivery of taught programmes.

Respond to generic enquiries from applicants about the programmes.

Track progress of applications, contacting applicants/referees for further information
where necessary, and following up with Programme Selectors.

With the appropriate support, undertake statistical analysis of applications and
admissions data, and provide results to Programme Selectors and other key staff.

Liaise with Student Recruitment and Admissions Office to ensure status of applications is
correct and up to date.

Liaise with the Management School in respect of applications to dual programmes.

Undertake marketing and ‘conversion’ activities, such as organising mailings, and
participating in events such as open days.

Contribute to organising Open Days and other events, including arranging room
bookings, materials, catering and participants, as appropriate.

Participate in preparing for the new academic year including mailing pre-arrival
information to new students and setting up student files.

Participate in Student Registration at start of each academic session.

Maintain effective computer-based and paper filing systems.

Produce purchase requisitions and goods receipts using the University’s ordering
system adhering to the University’s Financial Directives.

Respond to telephone, e-mail and reception enquiries from students, staff and others
using experience, knowledge and judgement as to when it is necessary to refer to other
colleagues.

Provide information to students, primarily via e-mail or noticeboards.

Deal with incoming mail and ensuring that external mail is franked appropriately.

Attend regular team and other meetings.

Oversee the School’s use of key consumables, such as stationery, ensuring stocks are
maintained within budget.

Any other duties, commensurate with the grade of the post.
Person Specification
Applicants should provide evidence in their applications that they meet the following
criteria. We will use a range of selection methods to measure candidates’ abilities in these
areas including reviewing your on-line application, seeking references, inviting shortlisted
candidates to interview and other forms of assessment action relevant to the post.
Criteria
Essential Desirable
Qualifications and experience
1.
Five GCSEs at Grade C or above including maths and English (or
X
equivalent qualifications/experience).
2.
Excellent IT skills including knowledge of Microsoft Office, in
X
particular the use of Word and Excel, e-mail and the internet.
3.
Previous administrative/clerical experience, preferably within a
X
higher educational or similar environment.
4.
Educated to A-level standard (or equivalent).
X
5.
Experience of student recruitment in Higher Education.
X
Communication skills
6.
Excellent customer service skills, with ability to respond
X
efficiently to phone, e-mail and enquiries in person from a wide
variety of people.
7.
Ability to communicate complex information clearly to
X
colleagues and students for who English may not be their first
language.
8.
Ability to exercise confidentiality, tact and discretion where
X
dealing with sensitive situations and information.
Team working
9.
Experience of working effectively as part of a team and
X
independently.
Organisational skills
10.
Excellent time management skills and the ability to plan and
X
prioritise own workload to ensure duties are completed in a
timely manner within appropriate deadlines.
11.
Ability to organise and process information effectively, and to
X
set up filing and other systems to ensure that it can be available
and reported on as necessary.
12.
Ability to arrange small events, such as open days, e.g.
X
organising room bookings, materials, catering, participants, as
required.
Problem solving and decision making
13.
Use initiative to find appropriate solutions to non-standard/
X
non-identical work issues, referring more complex issues to and
seeking advice from senior colleagues when necessary.
Personal effectiveness
14.
Ability to work with the minimum of supervision and act on own
X
initiative, seeking guidance when necessary.
15.
An ability and willingness to work within and across teams, and
X
work flexibly and adapt to new circumstances.
16.
High level of accuracy and attention to detail.
X
17.
Willingness to undertake any training relevant to the role.
X
Further Information
This post is part-time working 25 hours per week, Monday to Friday.
Benefits
Terms and conditions of employment: Will be those for Grade 4 staff.
Salary for this grade: £17,678 - £19,802 per annum pro-rata. Potential to progress to
£21,597 per annum through sustained exceptional contribution.
More details on salaries, terms and conditions and our wide range of benefits for staff are
available at www.sheffield.ac.uk/hr/reward/structures
Closing date: TO BE CONFIRMED BY HR
Informal enquiries:
For all on-line application system queries and support, contact:
[email protected] .
For informal enquiries about this job and department, contact: {name, job title} on
[email protected] or {tel}
Selection-Next Step
Following the closing date, you will be informed by email whether or not you have been
shortlisted to be invited to participate in the next stage of the selection process. Please note
that due to the large number of applications that we receive, it may take up to two working
weeks following the closing date before the recruiting department will be able to contact
you.
It is anticipated that interviews and other selection action will be held on XXX. Full details
will be provided to invited candidates.
The University of Sheffield is committed to achieving excellence through inclusion.
The University of Sheffield is proud to be a Two Ticks employer
www.sheffield.ac.uk/hr/equality/support/twoticks/
Pursue the extraordinary