Role
Admissions Officer
Grade and Salary
Grade 5 – £26,707 – £31,236 per annum
FTE and Working Pattern
1.0 FTE, 35 hours per week (Mon‑Fri 9am‑5pm) Open Ended
Organisation
Prospect Experience; Marketing, Recruitment, Admissions and Communications
Holiday Entitlement
28 days annual leave, increasing to 33 days after 5 years’ service, plus 9 buildings closed days
About the Admissions Office
The Marketing, Recruitment, Admissions and Communications group is at the heart of attracting, engaging and delivering exceptional student and stakeholder experiences. The Admissions Office handles over 20,000 applications to undergraduate and postgraduate programmes at our Scottish campuses each year and offers support to admissions colleagues at Dubai and Malaysia campuses. Our aim is to ensure that all applicants receive a high‑quality service that is timely and fair and we strive to put the applicant at the heart of everything we do.
Purpose of the Role
Based in our busy Admissions Office, you will provide administrative support for the UCAS and direct application processes, ensuring the effective delivery of admissions services and contributing to recruitment target success each year. Reporting to an Admissions Business Partner, you will work with colleagues in the team, Schools and the Marketing, Recruitment, Admissions and Communications directorate to handle every applicant appropriately and efficiently.
Key Duties and Responsibilities
* Provide an exceptional applicant experience and continuously improve service delivery
* Process all applications against set criteria and within agreed timescales, making decisions or referring to the Admissions Business Partner if required
* Issue offers and handle supporting documentation, making confirmation decisions
* Assist in arranging interviews or collating portfolios
* Assess applications and award scholarships to suitably qualified applicants
* Use the University’s student record system (Banner) and CRM system to record decisions, ensuring compliance with data legislation and policies
* Handle issues related to applicant data receipt and ensure data quality in systems
* Calculate fee status for all applicants against current fee legislation
* Provide support and guidance to colleagues on a wide range of admissions enquiries
* Support the Prospect Experience team in dealing with enquiries from applicants and their advisors
* Assess eligibility for Tier 4 sponsorship of international students
* Support university events including Open Days and Clearing Call Centres
* Undertake any other duties as reasonably required by the Admissions Manager
Education, Qualifications & Experience
Essential
* Educated to a minimum of SCQF Level 6 or significant relevant experience
* Competent in using Outlook, Word, Excel
* Demonstrable provision of excellent customer service
* Evidence of delivering against targets
* Experience using complex computer databases, preferably student record systems
* Excellent written and verbal communication skills
* Meticulous attention to detail
* Experience working under pressure and to prescribed timescales
* Appreciation of working with confidential information
* Understanding of current issues in Higher Education
Desirable
* Knowledge of UCAS
* Experience administering higher education environment
* Experience with CRM systems
* Knowledge of fee status regulations and assessment
* Knowledge of Tier 4 issues
How to Apply
Please submit via the Heriot‑Watt online recruitment system: a cover letter describing interest and suitability for the post, and a full CV. Applications can be submitted up to midnight (UK time) on Monday 8th June 2026. Interviews are expected to take place on Monday 22nd June in person.
Equality and Diversity
Heriot‑Watt University is committed to securing equality of opportunity in employment and to creating an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
Heriot‑Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from under‑represented groups. For more information, please see our website and also our award‑winning work in Disability Inclusive Science Careers.
We welcome and will consider flexible working patterns such as part‑time working and job share options.
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