Job Description. Student Recruitment Administrator School/Department

Transcription

1 Job Description Job Title Student Recruitment Administrator School/Department Job Holder Vacancy Responsible to Student Recruitment Manager Date March Job Purpose The purpose of the post is to provide administrative and operational support for all aspects of the Student Recruitment team s activities. You will offer administrative support to the Student Recruitment Manager and Student Recruitment Officers, ensuring that key functions relating to recruitment activity are executed in an efficient and timely manner. You will be contribute towards the development of administrative systems and processes underpinning the Student Recruitment team s operations. You must be able to work to in a fast-paced environment, working to tight deadlines, as well as demonstrating excellent organisational skills and providing a high standard of customer care. OUR VISION IS TO: Create the future for performance OUR MISSION IS TO: Be the place where developing artists from across the world converge to become the artistic leaders of tomorrow Create, in Scotland, a crucible for artistic innovation and creativity in performance and production Become integral to evolving national strategies and initiatives for widening access to life-long learning in and through the performing arts 1

2 OUR VALUES ARE, WITHIN OUR LEARNING AND ARTISTIC COMMUNITY, TO VALUE: Each other Creativity Integrity Equality and diversity Passion for performance OUR OBJECTIVES ARE: As a world-leading Conservatoire, we aim to: 1) Provide each student with a unique, individualised and transformative learning experience, which will enable them to make a contribution in the world as artists, educators, advocates and citizens. 2) Achieve excellence in learning, teaching, performance and research 3) Develop national and international partnerships which will enrich our artistic and academic activities, improve our operational effectiveness and enhance our national and international reputation. 4) Become integral to evolving national strategies and initiatives for widening access to life-long learning in and through the performing arts 5) Embed equality and diversity and enhance the quality and sustainability of every aspect of our operation. 6) Through all of the above, to enhance our position and profile as a worldclass artistic learning, teaching and research community. 2. Duties and Responsibilities You will be required to undertake the duties and responsibilities detailed below: Undertake general administrative duties to support the operational needs of the Student Recruitment team, to include: organising travel, accommodation and freight arrangements; compiling itineraries; administering meetings - room bookings and minute-taking; distributing recruitment resources and marketing materials; updating team calendars Operate within existing RCS financial systems, including raising purchase orders and updating tracking spreadsheets, processing expenses, ordering currency, per diems and cash floats 2

3 Respond to a range of internal and external enquiries by and phone, including managing departmental inboxes Set up and manage systems for booking campus tours, liaising with potential students and their influencers and tour guides, as well as delivering campus tours on behalf of the Student Recruitment Team Assist with the planning and delivery of Open Days, Teachers Information Days, Taster Days and other recruitment events within RCS - managing room bookings, customer enquiries, schedules and updating customer booking systems e.g. EVOCOS Manage and set up equipment for meetings and recruitment events, including setting up systems for sign-out Responsible for the coordination of recruitment and marketing resources, including ordering and stock-taking, setting up systems to support this Coordinate targeted marketing and recruitment campaigns, as directed by the Student Recruitment Manager and Officers Supervise apprentices, volunteers, current students or alumni, who are engaging in recruitment activity on behalf of RCS, as relevant to areas of responsibility within the team Responsible for data entry onto Raiser s Edge and keeping mailing lists and data bases that support Student Recruitment activity up to date Liaise with a range of internal contacts including Student Recruitment Team, Marketing and Communications Team, Academic Support and Administration, Short Courses and other staff within RCS Liaise with a range of external contacts e.g. potential students and their influencers and suppliers Conduct web research as directed by the Student Recruitment Manager and Student Recruitment Officers Contribute to reporting and evaluation of recruitment activity as directed by the Student Recruitment Manager and Student Recruitment Officers e.g. collate statistics, design surveys and evaluation tools. Responsible for aspects of digital marketing e.g. updating web content, social media and designing eflyers for campaigns, as directed by the Student Recruitment Manager and Student Recruitment Officers It is possible that the post holder will need to deputise at external recruitment events on behalf of the Student Recruitment Officers on occasion Participate in the Conservatoire s Goals setting and Career Review process Undertake other reasonable duties on behalf of the Student Recruitment Manager and Student Recruitment Officers. General Responsibilities (all staff) (a) Health and Safety To take care of your own health and safety at work and that of other persons who may be affected by your work activities. 3

4 To apply at all times best practice in health and safety. You must safeguard the health and safety of all persons affected by the work activities you supervise at any premises you have control over. To work in the safe manner in which you have been trained and instructed and to advise your line manager of any health and safety issues you become aware of. To familiarise yourself with the detail of the Conservatoire s Policies and procedures and to ensure adherence. (b) Use of equipment and other appliances To take fullest care in handling, operation and safeguarding of any equipment, vehicles or appliance, used or issued by the Conservatoire or provided or issued by a third party for individual or collective use in the performance of your duties. (c) Dignity at Work and Study To uphold the Conservatoire s Dignity at Work and Study policy and practices and to treat all colleagues, students and contacts with respect and in accordance with the values of the Conservatoire. To promote and deliver excellence in services that value all staff and students. (d) Personal Development To continuously enhance best practice in your area, undertaking training and Continuous Professional Development as appropriate. (e) Information Technology To implement security measures to protect against unauthorised access to, alteration or disclosure of information held on computer and to ensure adherence to the principles of the Data Protection Act and appropriate IT policies and procedures. To undertake any training in the operation of new technologies and associated systems as required. f) Values To promote and adhere to the Conservatoire Values. 3. Scope of the Job Financial: There is no responsibility for budget control attached to this post. Staff: No staff report directly to this post. Others: You will liaise with a range of staff within the Conservatoire as well external contacts such as potential students and their influencers, and suppliers. 4

5 4. Context Operating Environment: Internally, the Conservatoire is an intense, student-centred environment in which students are regarded as professionals in training. Performance is the Conservatoire environment. Framework and Boundaries: As a member of the Student Recruitment Team, you will be required to work within the Conservatoire Strategic Plan, the Conservatoire Regulations, Health and Safety Regulations, Policies and procedures and Quality Assurance processes required by the Conservatoire as well as the appropriate departmental policies. You will be expected to actively engage in health and safety and to be responsible for your own health and safety in the course of your work. 5. Relationships Line Manager: Student Recruitment Manager Staff Management: Not applicable Other Contacts: a) Within the Conservatoire: Working closely with the Student Recruitment Team, Marketing and Communications Team, Academic Administration and Support Team, Short Courses Team and other staff across the Conservatoire. b) Outside the Conservatoire: Liaise with external contacts such as potential students and their influencers e.g. parents, teachers, advisors, and suppliers. 6. Knowledge and Experience Qualifications: Essential: A good standard of education Numeracy skills, evidenced by Higher or HNC Qualifications Desirable: ECDL or equivalent experience 5

6 Experience: Essential: Proven administrative experience in a busy and complex working environment, demonstrating strong organisational skills Demonstrable experience of high levels of accuracy and attention to detail Experience of working to strict deadlines Experience of working effectively with minimum supervision Good knowledge of data entry e.g. Raiser s Edge or equivalent Good knowledge of Microsoft Office applications, including Word, Excel, Outlook Desirable: Knowledge of customer management systems e.g. EVOCOS Experience in an administrative function in FE/HE Experience of arts administration. Knowledge and Skills: Essential: Good interpersonal skills able to deal with a wide range of people at a variety of levels Good communication skills, both oral and written An understanding of setting up accurate administrative systems and procedures Demonstrable customer service skills Ability to produce accurate work to tight deadlines Ability to work independently and as part of a team with a flexible approach. 7. Complexity You will be expected to work within an inter-disciplinary context and will need to deal with a wide range of staff and students. The post holder may occasionally be required to work unsocial hours, including evening and weekend work. 8. Additional Information The Royal Conservatoire of Scotland has a policy on widening access, and has instigated a number of initiatives aimed at increasing participation from students from under-represented groups. 6

7 9. Approval Job Holder: Date:... Agreed By: Line Manager:... Date:... Countersigned by: Head of Department/ Director/Principal:... Date:... 7