International Recruitment Administrator - External RelationsGrade 5
International Recruitment Administrator - External RelationsGrade 5
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£ 29647 - 31460
1 Vacancy
Job Description
Position Details
External relations
Location: University of Birmingham Edgbaston Birmingham UK
Full time starting salary is normally in the range 29647 to 31460 with potential progression once in post to 35388
Grade: 5
Full Time Permanent
Closing date: 21st May 2025
Our offer to you
People are at the heart of what we are and do.
The University of Birmingham is proud to have been a part of the City of Birmingham and the wider region for over 100 years andweare equally proud to be recognised as a leading global want to attract talented people from across the city and beyond support them to succeed and celebrate their success.
We are committed to helping the people who work here todevelopthrough our sectorleading Birmingham Professional programmewhichprovides allprofessionalservices staff with development opportunities and the encouragement to reach their full almost 5000professionalservices jobs in a widerange of functionsin Edgbaston andin our campus inDubai there are plenty of opportunities foryou to be able to develop yourcareer at the University.
We believe there is no such thing as a typical member of staff and that diversity is a source of strength that underpins the exchange of ideas innovation and warmly welcome people from all backgrounds and are committed to fostering an inclusive environment where diversity is at the heart of who and what we areand how we work.
Supporting our people to achieve a healthy work/life balance is important both to our employees andtothe success of the University and depending on the role we offer avarietyof flexible working arrangements. We therefore welcome discussions on all forms of flexible addition you will receive a generous package of benefits including 40 dayspaid holidaya year one paid day a year for volunteering occupational sick pay and a pension scheme. We also have three high quality subsidised day nurseries.
The University is situated in leafy Edgbaston and there are excellent transport links to our beautiful campus including main bus routes and a train station on campus we have a stateoftheart sports centre with pool shopsplaces to eat and drinkour own art gallery museum and botanical gardens.
Find out more about thebenefits of working for the Universityof Birmingham
Role Summary
The Student Marketing and International Recruitment Administrator provides professional daytoday administrative support for members of the International Recruitment team based in the UK and globally and is responsible for managing a high volume of independent activity including while managers are overseas on business both locally and internationally. This role involves proactive coordination of overseas visits marketing support administrative assistance financial management and event coordination.
You will proactively devise and deliver activities and provide administrative support to the Recruitment and Marketing teams. You will also provide advice and support to colleagues and potential students through a range of methods. In order to flexibly use resource you may be offered the opportunity to work elsewhere in the department or across the University.
Main Duties
Manage programme of event activity for the Regional Manager andInternational Officer or their representatives (e.g. academic colleagues) across various international regions and International visits in the UK;
- Manage a programme of overseas visits for the Regional Manager International Officer and Country Officers.
- Liaise with internal and external partners over booking events and event set up.
- Working with internal teams to deliver social media activity.
- Writing short event reportsand meeting minutes where required to help with future event planning and scheduling.
- Raising purchase orders and ensuring events are paid for on time.
- Writing copy for international enquirer applicant and offer holder communications in line with the wider contact strategy.
- Writing copy for agents newsletters.
- Ensure communications are professionally produced managed within the CRM system and their effectiveness evaluated for future communications. This includes systems such as; Dynamics Zoom Teams Gecko.
- Setting up communications for enquirers and applicants via the Universitys Customer Relationship Management (CRM) responses and taking appropriate action to resolve issues and encourage response.
- Dealing with a wide range of more complex enquiries and correspondence independently or exercising judgement to redirect them to senior colleagues or other departments within the University.
- Uploading attended event data to CRM systems.
- Helping to arrange overseas meetings and events.
- Proactively reviewing maintaining and developing the content of webpages.
- Arranging suitable accommodation/flight/travel bookings within budget and obtaining quotes.
- Conducting competitor analysis and league table data analysis and making recommendations as appropriate.
- Delivering market research activity eg arranging focus groups with students and using results to make recommendations.
- Overseeing freight arrangements for staff to ensure adequate/suitable promotional literature is processed and delivered within the required timeframe.
- Coordinating logistics for events overseas for example: alumni dinners predeparture and receptions hosted either by members of International Relations or other officers in the University.
- Coordination of oncampus events involving overseas agents regional sponsors and other thirdparty organisations. Events are likely to range from small to large scale and will require strong project management skills and a high level of attention to detail.
- Coordinate adhoc campus visits from prospective students agents and stakeholders within the specified region liaising with academic Colleges where necessary.
- Providing other administrative support for the team including arranging travel servicing meetings diary management.
Provide administrative and logistical support to external stakeholders overseas sponsors and agents.
- Regular liaison with the Universitys representatives and agents in various international regions and international agents in the UK acting as a primary point of contact.
- The postholder will support the processing of agent applications using the PG Agent Portal and UG portals (BIRMS) (Banner).
- The postholder will undertake the processing of overseas agent commission claims many of which are large and may be complex in nature involving checking and reconciling information in large datasets performing necessary checks regular communication and updating agents and the International Recruitment Team raising Purchase orders and ensuring the accuracy of checks and payments are made in a timely manner.
- Act as a primary point of contact for sponsors on an ongoing basis in liaison with the Regional Manager and the Sponsor Lead/ Deputy Head of International Recruitment.
- The postholder will undertake the tagging process as and when requested by agents and partnersperforming the necessary checks.
Provide highlevel administrative support to the Regional Manager International Officer and Country Officers or their representatives across various international regions and act as the main point of contact when they are out of the office.
This role requires good judgement and initiative as most of the staff are based overseas and UKbased staff are frequently overseas on University business for 23 weeks at a time. As such the postholder will often be working unsupervised as follows:
- Manage diary appointments: Using initiative when managers are overseas to set up suitable diary appointments which ensure the best use of the individuals time taking into account venue and travel arrangements. Where possible the postholder will research and respond to these enquiries autonomously.
- Responding to email and phone enquiries in the absence of Managers using acquired knowledge and judgement to answer more complex issues relating to their work such as qualification enquiries relevant to the assigned recruitment region.
- Act as key point of contact for arranging incoming visits for prospective students parents agents sponsors and other visitors liaising with academic colleagues where necessary.
- Regular liaison with the Universitys representatives and agents within a specified region.
- Proactively engage with overseas enquirers and applicants by phone email and other media.
Marketing
The postholder is required to undertake some tasks to support marketing on behalf of the International Office. This will include:
- With oversight of the International Officer managing and developing the content of the country webpages including proactively making updates and improvements to current content.
- Managing and developing content as well as proactively making updates and improvements to current content on the International websites.
- Contributing to the development and production of international marketing materials. Including; Liaising with the Universitys Creative Media team and other recruitment teams such as Undergraduate Home and Postgraduate.
- Deliver support and develop regional student contact and conversion strategies that will use student data to its maximum potential improving overall enrolment.
- Compiling student and alumni profiles for marketing purposes. Production of digital assets; including supporting in writing copy liaising with our inhouse design team and sourcing images while upholding the brand guidelines.
- Production of brochures; including writing copy liaising with our inhouse design team and sourcing images while upholding the brand guidelines.
- Production of student comms and large message broadcasts through our CRM system (Dynamics).
- Contribute to the implementation of our new CRM system and organise periodically training sessions for the wider teams.
- Ensure all marketing training documents are up to date with the latest changes.
Information Management and other enquiries
- Use Customer Relationship Management (Dynamics) to optimise the conversion of enquiries generated at recruitment events.
- Regular use of the web content management system (Contensis). Maintain a selection of country pages on the International Recruitment web pages.
- Actively engage with applicants and offer holders through various sources.
- Responsibility for a few regional inboxes providing support to the International Officer ensuring the team is regularly communicated on updates and escalating enquiries where required. This will mainly involve answering student enquiries school councillor enquiries sponsor enquiries event invites and agent enquiries.
- Dealing with a wide range of complex enquiries and correspondence independently or exercising judgement to redirect them to senior colleagues or other departments within the University.
- Use the Universitys student records and finance reporting system to produce and analyse reports e.g. applicant status updates and budget transaction reports.
Finance: management of regional and team recruitment budgets
The postholder is required to oversee and manage a number of regional budgets within the International Recruitment team. This will involve:
- Processing and monitoring of transactions including cash advances corporate credit cards foreign currency transactions purchase orders and management of income streams. The post holder will be required to use the Universitys finance system (CORE) in addition to maintaining the offices and teams own financial records.
- Monitoring budgets including processing payments authorising expenditure raising concerns where finances are not in line with the budget.
- Undertaking monthly and quarterly reconciliation of regional budgets identifying and rectifying any discrepancies and bringing potential under or overspends to the attention of the Regional Manager. Ensuring all financial work is done within tight deadlines.
- Working with the External Relations Finance team as well as the wider University Finance team to ensure payments are made in a timely manner tracking of payments is correct and for problemsolving.
- Providing managers with costing and pricing of activities and projects as required.
Support for other recruitmentrelated activities
- Take responsibility for a key administrative function to support recruitment and conversion activities. For example this could be coordinating procedures for international scholarships (e.g. benchmarking against competitors monitoring volume convening selection panels acting as key point of contact for internal scholarship enquiries). The nature of the administrative function assigned to individual administrators may change from time to time so the above is by way of example. The postholder is expected to be flexible regarding such tasks.
- Engaging with current students and student societies to generate content for promotional materials.
- Contributing to other activities including the international UCAS clearing operations in August each year undertaking reception duties helping at Open Days and other promotional events on the campus
- Proactively reviewing maintaining and developing the content of webpages.
Required Knowledge Skills Qualifications Experience
Level of knowledge and/or educational qualifications required:
- Educated to A Level standard or equivalent level 3 qualification such as a Level 3 NVQ or level 3 national diploma or relevant work experience evidencing the skills and ability to undertake the role.
- Experience in administering complicated budgets is essential and familiarity with foreign payments and transactions is beneficial.
- Proficiency in word processing.
- Computer literacy including experience of electronic communications as well as experience of using the Microsoft Office suite including Word Excel and Outlook. The post holder should also be confident and able to quickly learn new IT skills and software packages as required.
- Experience in administering complicated budgets is essential and familiarity with foreign payments and transactions is beneficial.
Skills/Attributes required:
- Proven ability to plan ahead and anticipate requirements proactively planning own (and sometimes others workloads) to manage time effectively work on own initiative progress tasks concurrently and work to deadlines.
- Excellent interpersonal skills to be able to deal with contacts at all levels whether dealing with students academic staff or external contacts such as vicechancellors embassy officials or sponsors.
- The post holder must inspire confidence and command authority with a range of colleagues and provide excellent customer service at all times.
- Excellent communication skills including the ability to write for different audiences and to required deadlines.
- A high degree of professionalism tact and diplomacy and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
- A high degree of initiative personal judgement resourcefulness flexibility and a selfmotivating approach.
- Ability to work effectively in a large complex organisation and to develop a good understanding of how the Universityand higher education institutions work
- Accuracy and attention to detail.
- Excellent customer service skills
- Computerliterate: articulate confident and competent in the use of database systems electronic communications and spreadsheets.
- Experience with written content for print or online material.
- Understands the importance of equality and diversity in the workplace.
- Cultural sensitivity: awareness of the international perspective of the work of the department in terms of the diversity of the student body and our relationships with overseas organisations. Event management experience would be beneficial.
Level of previous experience required:
Significant prior administrative experience in a busy office; familiarity with an academic and/or marketing environment would be advantageous.
Dimensions
This role will require the exercise of personal initiative within and beyond the department and with external contacts.
Finance and budget administration
A significant part of this role is to support the International Recruitment Team on budget administration as well as our stakeholders in timely payments.
Planning and organising
The role is required to work independently on daily weekly and monthly tasks but also on projects with mediumlongerterm horizons without daily supervision.
Problem solving and decision making
You will work with direction form your managers but you will have a significant degree of autonomy. You will deal l with more complex queries and be expected to resolve any problems in your area of responsibility.
Internal and external relationships
You will liaise with internal colleagues and stakeholders Universitywide and also with external stakeholders.
Informal enquiries to Raluca McEvoy email:
View our staff values and behaviourshere
We believe there is no such thing as a typical member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability which is a key part of our strategy. You can find out more about our work to create a fairer university for everyoneon our website.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
