To Ensureoffice Systems Are Well Managed and Maintained

Job Description
Job Title: / Assistant International Students Manager
Department: / International
Grade:
Salary
Hours:
Contract: / SFCA Support Staff Salary Scale Band 4
£20,924 per annum
37 hours, Full Year
Permanent
Responsible to: / International Students Manager
This job description complements that relating specifically to the post and Conditions of Service as laid down in SFCASupport Staff Handbook. These may be reviewed and amended in consultation with the post holder in the light of any changes in the requirement and priorities within the College.
Background Information:
The International Department has responsibility for the recruitment, admission and on-going support of international students from a number of countries. The department is the lead in generating additional income to the college, ensuring that the colleges stays UKVI compliant and ensuring the safeguarding of our students in host family accommodation.
The International Department office is a busy, customer-focused environment in which to work. An integral part of the role is to support the International Students Manager to meet the needs of major stakeholders - new applicants, current students, agents, guardians, host families and college staff.
You will be a confident and sensitive communicator with significant administrative experience. Familiarity with and experience of international education/student recruitment would be an advantage.
You will be comfortable working under pressure, meeting tight deadlines and managing competing priorities using your own initiative.
You will maintain records and databases related to agents, finance, host families and support the International Manager in her marketing activities.
As a member of a team, the role will support and lead activities related to UKVI compliance regulation.
You will be part of a team of 4 members of staff; including a manager and 2 part time administrators who share the responsibilities and duties for supporting international students, administration of our host family service, marketing and admissions support.
Main Purpose of Role:
To assist the International Students Manager in providing an efficient and comprehensive service to support the International Department Office, maintaining the department’s database and being the main lead when the International Manager is away.
Main Duties & Responsibilities:
ADMINISTRATION

To ensureoffice systems are well managed and maintained
To correspond on behalf of the International manager
To conduct marketing research and presenting findings to the internationalmanager
To liaise with potential students, parents and agents
To deputise for the International Student manager, making decisions and delegating work to others in the manager’s absence
To produce and present progress report to the international manager onmatters related to the general administration of the office, host family issuesand marketing activity as and when required

MARKETING AND LIAISON - To work with the International Student Manager to;

Ensure a coherent approach to marketing in all media
Contribute to the planning and execution of recruitment activities and; marketingmaterialsto meet agreed targets
Promote Varndean College with existing local and international agents and

language schools

Assist with or leading on presentations to agents and other interested parties

RECRUITMENT AND INDUCTION – To work with the International Student Manager to;

Respond to initial enquiries from international applicants and agents sensitively

and professionally

Create and distribute materials required for recruitment
Liaise with Admissions officer in the Registry on matters relating to enrolment

procedures

Administer admissions and interview procedures
Assist in the organisation of initial visits to college for prospective students
Assist in the organisation of language testing in relation to course entry

requirements from March/April to July

Perform status checks and ensure compliance with UKVI regulations
Assist in the issuing of CAS to new applicants
Assist with the organisation of the induction of new students
Assist in the travel arrangements for marketing opportunities abroad and by

participating in the occasional marketing trip abroad
FINANCE & REPORTING

To use STS to distribute income into appropriate income streams
To be aware of the need to work towards an agreed income and expenditure targets
To liaise with Finance in matters relating to student status on fee payment and paymentof agents’ commission and payments to host families
To contribute to the progress reports received by the Principal
To occasionally attend meetings with the International Manager and the Principal

HOST FAMILY SERVICE

To organise and lead marketing activities to recruit and retain host families

To provide advice and support to students and host families regarding practical issues

and cultural differences, mediating when there are problems and communicating outcomes to agents and/or parents. As well as documenting issues on our student tracking system

To liaise with students, agents, guardians and updating details and finances on our database.
To conduct DBS checks on new host families
To ensure that the Host Family records on STS (Student Tracking Systme) are accurate and up to date.

EVENTS MANAGEMENT

To manage student-focused events, such as the welcome/orientation and otherevents.
To contribute towards the management of the Summer Schools Programme

GENERAL RESPONSIBILITIES

To apply the College’s own Safeguarding policy and practices
To adhere to the College’s Equal Opportunities policy in all activities, and to actively
promote equality of opportunity wherever possible
To work within the requirements of Data Protection legislation at all times
To be responsible for your own health and safety and that of your colleagues, in
accordance with the Health and Safety at Work Act (1974) and relevant EC
directives;
To participate in training and other learning activities and performance development
as required;
To undertake such other duties as may be reasonably expected commensurate with

the level of the post.
This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the duties of the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a re-evaluation of the grading of the post.
Person Specification
Job Title:Assistant International Students Manager
Essential / Desirable
Education,
Qualifications and Training /

A degree or comparable Administrative/Work experience
Experience of working in a busy office environment

Experience and Knowledge /

Evidence of a high degree of IT literacy including social media, spreadsheets and databases
Substantial secretarial / administrative experience

Experience of working in ‘customer care’, preferably in a marketing/administrative capacity role for international students
Hands on experience on leading/managing projects
Experience of working in the Further and/or Higher Education sector

Skills and Abilities /

Good understanding and awareness of customer service skills andexpectations
High level of IT skills including experience of social media, spreadsheets, databases and other IT systems.
Effective organisation and administration skills with the ability to prioritise workload and meet deadlines

Excellent interpersonal skills

Cultural awareness and sensitivity

Excellent interpersonal and communication skills with the ability to deal with different external and internal stakeholders

Ability to work independently and in a team environment with the capacity to show initiative and be proactive.

Evidence of ability to work under pressure, great accuracy and attention to detail

Fast and accurate data entry skills

Proven track record of successful customer care

Process driven

Ability to speak a second language at an advanced level

Other requirements /

A flexible approach to work and working hours to meet College needs
Proactive and innovative
Willingness to work unsociable hours/weekends
Willing to undertake occasional marketing trips abroad

An understanding of safeguarding and its importance within the college
A commitment to equality of opportunity
Committed to own professional development

Full driving licence and use of own car

VarndeanCollege has a commitment to safeguarding and promoting the welfare of students and expects all staff to share this commitment. All posts are subject to Enhanced Disclosure Clearance through the Criminal Records Bureau. Please note, candidates’ suitability to work with children and young people will be explored at interview.

Assistant International Students Manager

General Terms and Conditions of Employment

Contract

This post is offered as a permanent contract of employment.

Working hours/working weeks

This is a full time, 37 hours per week, full year contract.

Salary

This post is paid at Band 4, point 26 of the SFCA Support Staff pay spine, currently £20,924 per annum. Salaries are paid monthly by BACS payment on the last working day of the month.

Annual leave

Annual leave entitlement is 24 days holiday per year, plus 2 extra days at Christmas and 8 bank holidays.

Pension Entitlement

All employees automatically become members of the Local Government Pension Scheme unless they decide to opt out. Members of the scheme are required to contribute a percentage of their pensionable pay, according to their salary. Varndean College will make a further contribution of 18% of the pensionable pay.

Probation

Confirmation of your appointment will be subject to satisfactory completion of a period of induction of 6 months. During this period, you will be expected to establish your suitability for the appointment.

Notice Period

You are entitled to 1 week’s notice for employment under 2 years and thereafter 1 week’s notice for each year of continuous employment up to 12 years. You are required to give 1 month’s notice.

Pre-employment Checks

This appointment is subject to satisfactory references, an enhanced DBS, health clearance, evidence of right to work in the UK and presentation of original qualification certificates (where required).

Protection of Children and Vulnerable Adults

The College is committed to safeguarding and promoting the welfare of children and vulnerable adults, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS).

The nature of this post requires the College to undertake an enhanced DBS check on the appointed candidate for any convictions which make it undesirable for the candidate to undertake this post. Under the terms of the check you are not entitled to withhold information about convictions which for other purposes are “spent” under the provisions of the rehabilitation of Offenders Act 1974.

November 2017