Student Recruitment Operations, Data & Process Optimisation Lead

Ruhe Global Resources (RGR) an international education consultancy is seeking an experienced and highly analytical Student Recruitment Operations Data & Process Optimisation Lead to strengthen our student recruitment conversion and wider business operations.

This is a hands-on operations systems data and process optimisation role. The successful candidate will be responsible for improving how RGR manages student enquiries recruitment pipelines data workflows performance and company-wide operating processes.

A major part of the role involves managing and continuously optimising RGRs integrated all-in-one business operating system comprising more than 45 connected business applications supporting recruitment marketing customer service administration communication document management reporting and wider business operations.

The postholder will also lead the development and implementation of SOPs KPIs Service Response Times (SRTs) workflows automation data standards and approved company-wide policies ensuring they are effectively embedded into everyday operations.

Key responsibilities include:

• Manage administer and continuously optimise the organisations integrated all-in-one business operating system comprising more than 45 connected applications supporting recruitment marketing customer service administration communication document management reporting and wider business operations.
  
• Design implement and continuously improve the end-to-end student recruitment and conversion process from initial enquiry through counselling application offer visa and enrolment.
  
• Configure and maintain recruitment pipelines workflows forms user access permissions data fields approval processes alerts and other business system requirements.
  
• Identify manual bottlenecks duplicated activities and inefficient processes and implement appropriate automation and workflow improvements.
  
• Develop document implement and regularly review Standard Operating Procedures (SOPs) across student recruitment admissions customer service marketing and other relevant business operations.
  
• Support the development setup and implementation of company-wide policies ensuring management-approved policies are translated into practical procedures workflows system controls staff responsibilities and measurable standards.
  
• Coordinate the implementation of new policies and procedures including staff communication training system setup monitoring and compliance reporting.
  
• Develop and maintain a central register of company policies SOPs implementation status review dates and responsible persons.
  
• Map existing business processes identify operational gaps and develop improved workflows that increase efficiency accountability and service quality.
  
• Establish implement and monitor Key Performance Indicators (KPIs) Service Response Times (SRTs) conversion measures and other operational performance standards.
  
• Develop dashboards and management reports to monitor recruitment activity conversion performance staff activity lead progression service response times data quality and operational performance.
  
• Monitor the student recruitment pipeline to identify uncontacted leads overdue follow-ups incomplete applications inactive students delayed applications and other conversion risks.
  
• Establish and maintain effective lead allocation ownership reassignment follow-up and escalation processes to ensure every prospective student is appropriately managed.
  
• Ensure accurate and timely recording of student enquiries interactions applications and recruitment activities within approved business systems.
  
• Establish and enforce appropriate data-quality standards including mandatory information requirements duplicate prevention data validation and regular data cleansing.
  
• Conduct periodic system process and data audits to identify gaps non-compliance and improvement opportunities.
  
• Develop appropriate controls for the secure handling and storage of sensitive student and organisational information.
  
• Design and deliver staff training onboarding and refresher programmes covering business systems recruitment processes policies SOPs data standards and operational requirements.
  
• Develop user guides process documentation quick-reference materials and an internal Business Systems & Operations User Playbook.
  
• Monitor staff adoption and correct use of approved systems and processes and provide targeted coaching where gaps are identified.
  
• Work directly with recruitment and conversion officers to understand operational challenges and translate them into practical process system or automation improvements.
  
• Analyse recruitment marketing and operational data to identify trends bottlenecks risks and opportunities for improving performance.
  
• Evaluate lead sources recruitment activities and marketing campaigns to support better allocation of resources and improved return on investment.
  
• Provide management with accurate timely and actionable information to support data-driven decision-making.
  
• Maintain a continuous improvement programme covering systems workflows policies processes data quality and operational performance.
  
• Support collaboration between recruitment admissions marketing customer service administration management and other relevant teams to improve the student journey.
  
• Support student recruitment events education fairs school visits outreach activities webinars presentations and other recruitment initiatives where required.
  
• Contribute personally to student recruitment lead generation marketing and business development activities in accordance with RGRs company-wide policy.
  
• Support the implementation and monitoring of RGRs requirement that all staff contribute appropriately to student recruitment and marketing including systems for recording referrals leads outreach and other contributions.
  
• Maintain current knowledge of relevant international student recruitment admissions technology data management process improvement and operational best practices.
  
• Work closely with the Regional Manager Managing Director and other relevant managers to implement approved operational recruitment technology and organisational improvement initiatives.
  
• Undertake any other reasonable responsibilities required to support student recruitment business operations organisational performance and the continued growth of RGR.
  

At RGR student recruitment and marketing are shared organisational responsibilities. Every employee is expected to contribute appropriately to student recruitment lead generation marketing referrals brand awareness and business growth.

The successful candidate will help establish the systems processes and reporting required to implement and monitor this policy across the organisation and will also be expected to contribute personally to recruitment and marketing objectives.

• Minimum 35 years relevant professional experience in student recruitment admissions business operations CRM/business systems process optimisation data management or a related field.
  
• Demonstrable experience administering or managing CRM/business operating systems.
  
• Experience designing implementing or improving business processes.
  
• Experience developing and implementing SOPs policies and operational procedures.
  
• Strong understanding of workflow automation data management and performance reporting.
  
• Experience establishing or monitoring KPIs service standards or performance frameworks.
  
• Strong analytical problem-solving and process-mapping skills.
  
• Excellent written communication and documentation skills.
  
• Experience training or supporting staff in systems and operational processes.
  
• Ability to work effectively in a target-driven environment.
  

• Experience within international student recruitment admissions education consultancy or EdTech.
  
• Experience managing an integrated suite of business applications.
  
• Experience with workflow automation low-code/no-code tools or scripting.
  
• Knowledge of APIs webhooks and system integrations.
  
• Experience creating dashboards and management analytics.
  
• Experience implementing company-wide policies or organisational change.
  
• Experience with lead-routing CRM pipelines and conversion optimisation.
  

We are looking for someone who can do more than simply use a CRM.

You should be able to understand a business problem map the process configure or improve the system automate where appropriate document the procedure train staff monitor adoption and use data to determine whether the improvement has worked.

You must be analytical organised technology-confident commercially aware and comfortable working directly with recruitment and operational teams.

A bachelors degree in Business Administration Operations Management Information Systems Data Analytics Marketing International Education Computer Science Business Analysis or a related discipline is desirable.

Relevant professional certifications or demonstrable practical experience in business systems automation CRM administration process improvement or data analytics will be an advantage.

• Bachelors degree or equivalent qualification in Business Administration Information Systems Computer Science Data Analytics Marketing International Education Operations Management or a related field. Candidates with strong relevant practical experience may also be considered.
  
• Minimum of 23 years relevant experience in student recruitment admissions business operations CRM/business systems administration data management process improvement or a related role.
  
• Practical experience using and administering CRM or integrated business management systems.
  
• Strong understanding of the student recruitment and conversion process from enquiry and counselling through application offer and enrolment.
  
• Experience developing implementing and monitoring SOPs company policies workflows and operational procedures.
  
• Ability to map business processes identify bottlenecks and implement practical improvements.
  
• Experience working with KPIs performance data dashboards and management reporting.
  
• Strong data-management skills with excellent attention to accuracy completeness and data integrity.
  
• Good understanding of workflow automation including automated tasks alerts approvals and process controls.
  
• Strong Microsoft Office skills particularly Excel Word and PowerPoint.
  
• Excellent written and verbal communication skills.
  
• Strong technical and professional writing ability for developing policies SOPs process documentation and user guides.
  
• Ability to train coach and support staff in the effective use of business systems and company processes.
  
• Strong analytical organisational and problem-solving skills.
  
• Ability to work independently take ownership of projects and manage multiple priorities.
  
• Ability to work effectively in a target-driven and performance-focused environment.
  
• Willingness to work full-time from the office and participate in recruitment marketing outreach and business-development activities as required.
  

• Previous experience within an international education consultancy university admissions office student recruitment agency or EdTech organisation.
  
• Experience managing an integrated suite of business applications.
  
• Experience configuring CRM pipelines workflows user permissions forms validation rules and automated processes.
  
• Knowledge of low-code/no-code automation scripting APIs or webhooks.
  
• Experience creating management dashboards and analysing recruitment or operational data.
  
• Experience implementing company-wide policies process changes or digital transformation initiatives.
  
• Experience with process-mapping tools.
  
• Knowledge of international university admissions and student visa processes.
  
• Relevant professional certification or training in CRM administration data analytics process improvement project management business analysis or automation.
  

In line with RGR company policy all staff are expected to contribute to student recruitment and marketing activities regardless of their primary role.

The successful candidate must therefore be willing and able to contribute to lead generation student referrals recruitment campaigns marketing activities outreach events partnership development and the promotion of RGRs services and partner institutions alongside the core responsibilities of the position.

You will be placed on a 36 month probationary period with a salary of per month depending on experience and demonstrated capability.

Following successful completion of probation your salary may be reviewed and increased to per month subject to performance contribution technical capability and overall impact in the role.

• Performance-Related Incentives: Opportunity to earn additional incentives based on achievement of agreed recruitment operational and performance targets.
  
• Training & Professional Development: Access to relevant training and development opportunities in business systems automation data analytics student recruitment process improvement and operational management.
  
• Career Development: Opportunity for increased responsibility and career progression based on demonstrated performance and contribution.
  
• Hands-On Technology Experience: Opportunity to manage and optimise an extensive integrated business operating environment comprising more than 45 business applications.
  
• Performance-Based Salary Review: Salary progression may be considered based on successful completion of probation achievement of KPIs and demonstrated value to the organisation.
  

Please note: Salary progression and performance-related incentives are not automatic and will be determined by individual performance organisational requirements and achievement of agreed objectives.