Admissions System Manager

Faculty of Humanities & Social Sciences

Newcastle University, Newcastle upon Tyne, UK


  • Posted on: 11th Nov 2021
  • Salary: £31,406 - £33,309, with progression
  • REF: 13861
  • Closes: 25th November 2021
  • Contract Type: Permanent
  • Hours: Full Time

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: £31,406 – £33,309, with progression £40,927per annum

Closing Date: 25 Novemnber 2021

The Role

As part of the Admissions Team, within Student Recruitment and Admissions the Dynamics and Admissions Subject Matter Expert will support the use of the Admissions System (Microsoft Power Platform) as the main platform for applications for admission to the University. This will include supporting the Director of Student Recruitment & Admissions, Student Services to provide a good recruitment experience to perspective students. Also supporting recommendations for improvements to the system and admissions processes to enable colleagues to adopt best practice within admissions teams so that the applicant experience and the admissions process is efficiently and effectively delivered.

Additionally, the role of Dynamics and Admissions Subject Matter Expert will be instrumental in ensuring that system is reviewed, updated and managed effectively to deliver applicant focused solutions and a high level of customer service through streamlined processes and business practice.

Informal enquiries should be directed to Caroline McLean, Head of Postgraduate Admissions, Student Services

For further information about Student Recruitment and Admissions at Newcastle University, see Student Services

Key Accountabilities

• Strategically develop, manage and maintain the Admissions System to support the application process for prospective students through the Apply to Newcastle Portal. Administer the improvement backlog of requirements through the delivery lifecycle, ensuring priorities are managed on a daily basis.
• To build successful and productive networks, partnerships and effective working relationships with colleagues in Admissions, NUIT and Professional Services including Student Recruitment and Marketing to ensure the application process underpins and meet the expectations of prospective applicants and is streamlined complimenting the objectives of the University as a whole.
• Acts as the key coordinator between the business team, business users and software developers/suppliers to translate the business requirements into technical change.
• Works with the Product Owner and the Admissions System Project Manager to consult on the system needs of the business in order to build features to assist colleagues in the delivery operations and to swiftly make decisions on any urgent adjustments or developments to the system.
• To enable quick business adjustment to support the applicant journey delivering system configuration, updating reference data, templates and external messaging.
• Act as the lead for the Admissions System with internal and external stakeholders. Represent the needs of the applicant and the business in supporting system change and user needs.
• Develop close working relationships with the relevant software providers’ account managers to ensure the licence agreements are in place and manage the budget for annual payments, subscriptions and licences for the use of the Admissions System.
• Maintain subject matter expertise both of the admissions process and changing University needs, legislative requirements and also the functional capabilities of the Dynamics platform and new features as they are brought to market.
• To develop and deliver high quality training to users of the Admissions System and to create a group of ‘super users’ to enable admissions colleagues to become self-sufficient in the use of system and new features.
• Lead on and manage systems maintenance and manage the implementation of any upgrades required ensuring this is carried out in a timely manner and that all systems are working as expected upon completion.
• To participate in relevant external networks and communities to ensure that work is informed by the latest developments in student admissions and is meeting student expectations.
• Other relevant duties which commensurate with the grade of the post as assigned by the Head of Business Support in agreement with the post-holder. Such agreement should not be unreasonably withheld.

The Person (Essential)

Knowledge, Skills and Experience

• Demonstrated a level of Dynamics System knowledge and a desire to learn system configuration and functional set-up of Dynamics Power Platforms.
• Knowledge and experience of testing software specifications and as a business user. Script writing for user acceptance testing.
• Highly developed digital skills, including experience of using Dynamics Power Platform, SharePoint and Microsoft Office.
• Ability to review system processes and procedural problems to determine suitable business and system solutions.
• Excellent team working skills, and demonstrable ability to establish and maintain effective networks both internally and externally
• Plan and prioritise own workload in order to meet deadlines and competing demands, and to facilitate the work of others
• Excellent communication and the ability to convey complex information clearly and effectively to a range of audiences
• A positive, professional attitude with a high degree of commitment to customer service

• Experience of delivering change in challenging environments.
• Experience of working in Higher Education.
• Ability to work different or extended hours, on a shift pattern or evenings and weekend with adequate notice.

Attributes and Behaviours

Delivering Services
• Actively promotes and develops processes to ensure that excellent service and continuous improvement are integral to the way we work.

Finding Solutions
• Anticipates potential problems well into the future and incorporates action plans into current activities.

Planning and Organising
• Effective at organising and managing conflicting delivery targets by prioritising and planning. .
• Maintains flexibility in work plans to allow for changing circumstances and can support other to do the same.

Embracing Change
• Is an innovator with new ideas and concepts and an understanding of delivering and embedding the required change.

Thinking Strategically
• Understands and makes sense of complex or conflicting data and different perspectives of stakeholders and University areas/faculties/etc.


• Degree or NVQ Level 6 or other Level 6 qualification or relevant work based experience.

Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues 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.

The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.

We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all. You can learn more about what is available here on ourBenefitsWebsite page.

Requisition ID: 13861

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