Please note this vacancy is only open to current University of Glasgow employees.

Job Purpose

To lead on all operational aspects of Admissions process ensuring that all prospective students receive a leading enquirer and applicant experience with a customer focused ethos.  Admissions currently manage and support interactions with approximately 100,000 enquirers and 140,000 applicants each year across UG, PGT, PGR, Collaborations and Partnerships and Enquiries.

You will manage the operational aspects of the Admissions cycle.  You will provide specialist recommendations key to the operational success of our systems and processes to ensure that a consistent and effective service is provided from enquiry to enrolment for our broad range of applicants.  You will ensure that processes completed within the team are appropriately documented and executed in line with institutional policy and all relevant legislative and compliance parameters.  You will line manage a team of Senior Admissions Officers and ensure that all team members have access to all appropriate tools and materials in line with quality control of the factors which determine the basis of offer and basis of admittance, including visa issuance.

You will support the development, implementation, operation and management of comprehensive Admissions training, business intelligence and operational reporting, contractual and informative Admissions communications, Service Level Agreements with Academic Schools and other Services and ensure that the sensitive application data we are privy to is managed in line with policy and legislation.

You will build and maintain close working relationships with colleagues in the My Campus Support and Development Team and those that manage UKVI compliance, as well as with colleagues in other services and Schools whose remit supports the recruitment and admission of students.  You will also work closely with Managers across Admissions and the wider External Relations directorate to ensure that we consistently deliver an excellent enquirer and applicant service focused on meeting the expectations of our diverse and complex customer pool.

Main Duties and Responsibilities

1. Responsible for ensuring that all Admissions Processes are designed, documented and delivered in line with legislative compliance and an excellent customer service.

2. Using specialist expertise and experience, manage all aspects of the set-up, maintenance and technical enhancement of the technical systems, tools and solutions which support the operation of Admissions including My Campus Admissions screens, Applicant Self Service, Direct Applications, New and amended Plan Code maintenance, Duration/Application Fee/Deposit Type and Level maintenance, Selection tools including Access and Excel, Daily data interactions with UCAS, Mass update interactions with UCAS, Batch uploads with UKVI SMS and validation parameters, collection of documentation and verification of all elements of the basis of offer.

3. Line manage a team of Senior Admissions Officers and ensure that they are resourced, empowered and able to themselves manage a team of Admissions Officers in a high-volume, high-pressure environment.

4. Develop a comprehensive training and development programme for Admissions Team Members operating at Grades 6, 5, and 4. Training should accommodate new start team members as well as those requiring refresher training.  Training should encapsulate all processes related to Admissions from point of enquiry to enrolment, and the policies and compliance parameters that govern them.

5. Responsibility for ensuring that all Admissions team members have access to tools and knowledge bases to support the quality control of the multiple aspects which create the contractual Basis of Offer: Qualifications, English Language, Non-Academic Qualifications/Experience, Fee Status, Immigration Status. Tools will include Service Level Agreements to be designed, delivered and negotiated with Schools on an annual basis and for our system maintenance and enhancement: requirements gathering, business case development and implementation of optimised solutions.

6. Operational lead responsibility for implemented automated solutions for Admissions Progress Reporting in liaison with colleagues in Planning, Insight and Analytics.  Responsibility for supporting services to produce Statutory Reports based on Admissions data and ensuring that all relevant Admissions fields are accessible and complete.

7. Deliver enhancements which ensure that Admissions Communications acknowledge all of the pivotal interactions of the applicant journey and provide a complete and accurate record of the basis of any decision or offer.  This will involve working broadly with colleagues in Marketing, Web, devolved Admissions teams, Senate Office and Legal and MSDI and creating and delivering content across a wide range of channels including email, contractual and policy content and web.

8. Ensure that all communications to our external customers through webpages, emails, phone calls, conversion events are accurate, complete, clear and reviewed and updated appropriately.

9. Develop, negotiate, implement and manage appropriate School Service Level Agreements with particular focus on turnaround times for offer, confirmation and CAS issuance.  Specific Agreements should be created for Admissions areas with particular nuance, including Enquiry Management, secondary (interview/audition/task) selection and highly selective programmes.

10. Responsibility for ensuring that we collect, store, use and protect data obtained through our own systems and through third parties in line with our own policies and legislative compliance and for ensuring that all team members understand their responsibilities in relation to the high volume of sensitive and personnel data that we are privy to.

11. Develop and manage relationships with key internal stakeholders including Recruitment and Marketing Colleagues, School Academic and Administrative lead, My Campus Support, Development and Infrastructure team, Planning, Information and Analytics team, Registry, Student Services.

12. Deputise for the Heads of Admissions as appropriate.

13. Undertake other ad hoc projects and operational duties as outlined by the Heads of Admissions.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Either: Ability to demonstrate the competencies required to undertake the duties associated with this level of post having acquired the necessary knowledge and skills in a similar or number of different roles.

Or: Scottish Credit and Qualification Framework level 9, (Ordinary Degree, Scottish Vocational Qualification level 4), or equivalent (including professional accreditation with relevant formal training), and experience of personal development in a similar or related role(s).

A2 Knowledge of the technical tools and data transactions that support Admissions processes.

A3 Knowledge of pre-HE and HE qualification frameworks in key recruitment markets: UK, EU, China, South Asia, South East Asia, North America.

A4 Knowledge of legislation and compliance parameters that govern Admissions practice and policy.

Skills

Essential:

C1 Excellent IT skills: Outlook, Excel, Word, Access and bespoke databases.

C2 Ability to work independently on own initiative and/or part of a team.

C3 Ability to operationalise Admissions policy and processes in line with ambitious targets and turnaround times.

C4 Excellent presentation skills to allow complex datasets and outcomes to be clearly communicated to internal and external stakeholders.

C5 Well-developed IT Skills: in the use of Microsoft Office – Word, Excel, Access, PowerPoint, Outlook, database management and input and bespoke databases.

C6 Ability to optimise use of University management information systems.

C7 Strong interpersonal and communication skills and the ability to deal with complaints and varied data requests.

C8 Ability to adapt to an ever-changing internal and external Admissions landscape.

C9 Ability to apply a logical and methodical approach to solving problems encountered throughout the Admissions cycle and to communicate solutions effectively to all key stakeholders.

Experience 

Essential:

E1 Experience of managing systems and processes in a high-volume Admissions environment.

E2 Experience in managing resource in line with meeting Key Performance Indicators.

E3 Experience of the HE sector and a detailed understanding of the legislative and compliance parameters that govern HE Admissions.

E4 Experience of designing and delivering training.

Desirable:

F1 Experience of designing and delivering bespoke training materials which cover all aspects of Admissions process and policy.

F2 Experience of UofG Admissions ecosystem of systems and tools (e.g. My Campus Admissions screens and data tables, My Campus calculations, My Campus coding logic, My Campus integrations with external databases such as UCAS and UKVI, Apex, Gecko, Power BI, BI Query, UCAS Weblink etc.).

Terms and Conditions

Salary will be Grade 7, £41,064 - £46,049 per annum.

This post is full time (35 hours p/w) and fixed term to cover secondment leave for up to 29 November 2026 or until the substantive postholder returns.

Please Note: The University would consider a secondment opportunity for this post. Applicants should seek clearance for release for secondment from their line manager before making a formal application.

Closing date: 23 March 2026

The University of Glasgow has a responsibility to ensure that all employees are eligible to live and work in the UK.  If you require a Skilled Worker visa to work in the UK, you will be required to meet the eligibility requirements of the visa route to be assigned a Certificate of Sponsorship.

Please note that this post may be eligible to be sponsored under the Skilled Worker visa route if tradeable points can be used under the Skilled Worker visa rules. For more information please visit: https://www.gov.uk/skilled-worker-visa.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.