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Administrator (Mbbs) Admissions

Newcastle University - Newcastle, NSW

Education, Childcare & Training
Source: uWorkin


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.

Salary: £30,942 - £40,322 per annum

Closing Date: 21 February 2021

The Role

We are seeking to recruit a highly motivated and enthusiastic individual to work in our Undergraduate Admissions Team at Newcastle University to manage admissions to the MBBS Programme based in the School of Medical Education

The role involves working with the Head of Undergraduate Admissions, and the Learning and Teaching Manager (Undergraduate Medical Education) to manage a team responsible for undergraduate admissions to the MBBS. The role involves liaison with internal and external stakeholders at all stages of the applicant journey, such as UCAS and the UCAT consortium and University recruitment, international office, and accommodation service to support conversion and the achievement of recruitment targets.

You will be results orientated with excellent attention to detail and time management skills. You will have excellent communication and stakeholder engagement ability with experience of working collaboratively. You will have administration or operations management experience from a large/complex organisation. Knowledge of Higher Education in an admissions or university context is desirable.

Please note that leave may be restricted during periods of peak workload for student recruitment and admissions. The main peak period is August – September.

This is a full time open ended post.

For infofmal enquiries please contact Dawn Bell, Head of Undergraduate Admissions -

Key Accountabilities

  • Manage support staff to ensure the efficient and effective administration of the admissions processes and systems for MBBS applicants. Ensuring that prospective applicants receive up to date and accurate information and are dealt with in accordance with the agreed MBBS criteria; University and UCAS strategies; policy and practices. Ensure the continued provision of a quality service and regularly review all established processes and policies in line with these strategies.
  • Support and assist the Sub-Dean for Recruitment and Admissions to consider and make recommendations to the Board of Medical Studies in relation to local and national admissions policy, ensuring that Newcastle University remains fully informed of medical admission initiatives.
  • Manage the advice and guidance provided to selectors and applicants on a wide range of issues relating to the application process, ensuring that no applicant is disadvantaged and that the integrity of the University is not brought into question as a result of errors of judgement or lack of knowledge.
  • Ensure the annual review of selector training fully complies with the standards set out by both the University and external regulator.
  • Act as the main point of contact between the University and the UCAT consortium: ensuring accurate transfer of data; accurate return of data; providing input into any proposed developments or changes to the process.
  • Be fully informed of the management of student records, monitoring and reporting requirements placed upon the University by the UK Borders Agency and to ensure that a robust and effective system is in place for monitoring the status of University sponsored students by the MBBS programme at Newcastle University.
  • Be responsible for managing fees queries for applicants and students whose status may not be straightforward or is in question. Providing advice and guidance to applicants and staff where appropriate.
  • Manage and develop the ongoing use of IT for the effective management of all applicant and student information and recruitment, ensuring all staff are fully trained to the appropriate standard, and conversant with the appropriate software packages to avoid errors.
  • Manage the progression and registration of all students on the MBBS programmes (Newcastle and NUMed) to ensure they are appropriately progressed and registered in accordance to University protocol. Ensuring Newcastle University students (over 1000 each year) undertaking clinical attachments are registered prior to taking up their placements, and so have appropriate Trust indemnity against litigation.
  • Liaison with the Faculty’s Recruitment Officer in relation to Widening Participation (WP) initiatives locally and nationally,; monitoring WP targets and working with the SubDean for Recruitment and Admissions to ensure these are met.
  • Taking an active role in the management of the Medical Student Office alongside the Learning and Teaching Manager, MBBS Administrators and Office Co-ordinators. To engage in staff recruitment and selection, the Personal Development Review (PDR) process and other staff management procedures as required. To input to budget planning, office structure and workload management.
  • Act as secretary to designated undergraduate committees including the Admissions Policy Committee, and the MBBS Recruitment and Admissions Executive.
  • Act as the Data Protection Officer for the School of Medical Education, liaising with NHS Trusts on Data Protection issues. In line with the legal requirements of the Freedom of Information and Data Access Requests, provide relevant and appropriate data regarding the MBBS programmes. Prepare and present relevant management information and report on applicant; student recruitment and planning numbers to the University and external agencies e.g. GMC; UKCAT; HEFCE.
The Person (Essential)

Knowledge, Skills and Experience
  • High level of literacy and numeracy
  • Excellent IT skills, including the ability to use databases and spreadsheets to manage and report on data. Ability to design complex queries and produce detailed reports
  • Proven organisational, time management, decision making, and prioritisation skills
  • Data protection, Equal Opportunities and UK Borders Agency issues in relation to applicant and student information as well as the NHS (Desirable)
  • Awareness of issues relating to Higher Education e.g. Quality Assurance, Widening Participation, Students with disabilities in medicine (desirable)
Attributes and Behaviour

Proven ability to use initiative.
Significant experience of working as part of a team in a customer-oriented environment.
Proven staff management experience, and ability to deal effectively with conflicting priorities.
Experience of managing change (desirable)
Ability to work flexible hours when required


Graduate (or equivalent) with relevant experience or substantial relevant experience demonstrating progression through a number of roles

Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains staff from all sectors of society. We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent. We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.

Requisition ID: 5785


Newcastle, NSW

Education, Childcare & Training


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