JOB DESCRIPTION 1. JOB TITLE: Clerical Assistant Health & Social Care Admissions 2. HRMS REFERENCE NUMBER: RA001063 3. ROLE CODE: CAHSCAMRA 4. DEPARTMENT: Marketing Recruitment and Admissions 5. ORGANISATION CHART: See Appendix A 6. JOB PURPOSE: To provide general clerical support to the Health & Social Care Admissions team, including dealing with admissions enquiries, updating spreadsheets, processing application forms (UCAS and direct), filing, faxing, photocopying and mailshots. To participate in Nursing and Midwifery Interview Days and University Open Days. To provide general clerical support to the Postgraduate Admissions team as and when required. Carrying out additional duties as required by the Deputy Director and Director of Marketing, Recruitment and Admissions Service. 7. BACKGROUND INFORMATION: Marketing, Recruitment and Admissions Service is a central administrative department that services the whole University in support of the recruitment and admission of students to all programmes of study. The department provides the administration of all aspects of student recruitment, from marketing, initial contact and prospectus request, through to admission and works closely with Registry Services (Management Information Section) in the provision of information for senior managers and a wide range of other clients. Health and Social Care admissions oversees the admission for all pre-registration and post registration nursing and midwifery programmes, as well as health and social care programmes, at both undergraduate and postgraduate level. In the context of increased number of applications to these programmes, and stringent target intake allocations to be achieved, the management of health and social care admissions is a crucial element in the University achieving its strategic plan objectives. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Responsible for answering routine enquiries on a daily basis related to the work of health & social care admissions. May occasionally contact applicants to discuss changes to courses and entry requirements. Administer and send routine correspondence relating to the work of health & social care admissions. RA001063 Clerical Assistant October 2016 1
8.2 Leadership and Working Collaboratively Works closely with the health & social care admissions team. Liaises with other cross-institutional teams, such as undergraduate admissions colleagues, Marketing and Recruitment colleagues, Registry Services colleagues, and colleagues in the Faculty of Health & Social Care. The role holder will not have any supervisory responsibility. 8.3 Liaison and Networking Provide accurate and timely information to admissions, and Faculty colleagues, and with other University members of staff in relation to health & social care admissions. 8.4 Delivering a High Quality Standard of Service Regular contact with clients by letter, telephone, email and in person. Clients include current and prospective students, HE advisers, University colleagues, MIS (Registry Services), Student Support and Guidance, Faculty of Health & Social Care, Hospital Trusts, and the general public. Required to undertake general clerical duties for the health & social care admissions team, including filing, photocopying, dealing with incoming mail, faxing, and mailshots. Screening UCAS application forms. Input data onto the student records system. Participates in University Open Days, and Nursing and Midwifery Interview Days. Participates in the enrolment and registration of new nursing and midwifery students to the University. Provides general clerical support to the Postgraduate Admissions team as and when required. 8.5 Effective Decision Making The role holder will take independent decisions when responding to queries, and will be able to identify the most appropriate person for queries to be directed to. 8.6 Planning and Organising Self and Others The role holder is expected to work under the direction of the Co-ordinator for Health & Social Care Admissions and the Senior Assistant Registrar. Internal processes and workloads are established by the Deputy Director responsible for admissions. Most of the workload is carried out following established process and procedures and under direct instruction. This is often task-related, and the role holder is set to work on tasks and projects, reporting back upon completion. 8.7 Innovation and Improvement (Effective Problem Solving) Required to deal with basic day-to-day problems as they arise e.g. interview days, application rejections, applicant complaints etc, with reference to the Senior Assistant Registrar. RA001063 Clerical Assistant October 2016 2
8.8 Analysis and Research Required to update course entry requirements on the UCAS website on an annual basis (via the UCAS Weblink) as well as updating course entry requirements on the University website. 8.9 Sensory and Physical Demands Standard for office work. 8.10 Work Environment Works at an individual workstation in a busy shared office with diverse tasks and functions, and participates at on-site visits across all campuses as well as visits to hospital trusts. 8.11 Pastoral Care and Welfare Must be aware of the support services available within the University, and is expected to show basic sensitivity to colleagues and customers. 8.12 Team Development Occasionally required to advise or guide new starters working in the same role on standard information or procedures. 8.13 Teaching and Learning Support This is not a requirement for the role. 8.14 Knowledge and Experience See person specification. 8.15 General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all. To comply with all University Health and Safety policies. RA001063 Clerical Assistant October 2016 3
PERSON SPECIFICATION Post Title & Department: Clerical Assistant Health & Social Care Admissions (Marketing, Recruitment and Admissions) Criteria Qualifications: Educated to GCE A Level standard (or equivalent) ECDL or equivalent level qualification Proven experience: Experience of office work and of administrative processes Experience within an education environment Experience of dealing with day-to-day customer enquiries both in person and by telephone Excellent IT skills, able to use Microsoft Office programmes, including Word, Outlook, Excel and Access Delivering academic and service excellence: Effective communication skills Good organisational skills / Desirable Desirable Desirable Method of identification Application Form/Certificates Application Form/Certificates Application Form Managing self and inspiring others: Ability to prioritise Ability to work on one s own initiative Working with others: Effective team member Organisation and stakeholder awareness: Ability to solve standard problems in accordance with procedures Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at short listing stage. Desirable Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test). RA001063 Clerical Assistant October 2016 4
UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT MARKETING, RECRUITMENT & ADMISSIONS CLERICAL ASSISTANT FIXED TERM CONTRACT UNTIL 27 TH JULY 2018 SALARY SCALE University Scale OS 3, points 7-10, 16,618-17,898 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK 36.5 hours per week to be worked as follows: Monday to Thursday 9.00am - 5.30pm Friday 9.00am - 4.30pm (less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (in the annual leave year in which employment commences annual leave entitlement will accrue on a pro-rata basis for each completed calendar month of service), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. RA001063 Clerical Assistant October 2016 5
PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Candidates should apply for this vacancy via our online recruitment website (https://jobs.chester.ac.uk/wrl/) by Wednesday 19 th October 2016 quoting reference number RA001063. RA001063 Clerical Assistant October 2016 6
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