Applications Advisor

Contractual Hours:  9:00AM-5:30PM Monday to Friday (37.5 hours per week) with occasional Saturday work required

About BIMM Institute

BIMM, The British and Irish Modern Music Institute, has colleges in eight cities where music matters most – London, Berlin, Dublin, Brighton, Manchester, Bristol, Birmingham and Hamburg – and is proud to be the largest and leading provider of contemporary music education in Europe.

Our eight BIMM colleges have over 50 years’ experience between them in helping students launch successful careers in the music industry.

We offer a broad range of Higher and Further Education music courses – including BA Honours Degrees, nationally accredited Diplomas and Postgraduate Teaching Certificates. Our professional highly vocational and real-world courses include studies in guitar, bass, drums, vocals, songwriting, music production, music business, music journalism and event management.

Person Specification

The post holder will have a central role in assisting with processing all types of applications of new clients and their representatives.  They must ensure that there is a quick response to applications for study across all BIMM UK centers.  This will include working with a team processing HE UCAS and Further Education applications in line with key dates throughout the recruitment cycle. They must ensure that assessments and portfolios are processed in line with BIMM’s customer service standards and Admissions policies.  
The post holder must have an understanding of UCAS and the online systems that are used by applicants and by staff.

Essential Criteria for Applicant

• Excellent communication skills and telephone manner with clients
• Good time management and prioritising skills
• Computer Literacy to include Word and Excel
• Excellent personal presentation
• Team player
• Ability to work under pressure
• Knowledge of UCAS

Desirable Criteria for Applicant

• Knowledge of BIMM and the courses offered
• Knowledge of academic qualifications and entry requirements for BIMM courses
• Understanding of/or interest in music / music industry

Key Accountabilities
You will work with the Application and Offers Manager on a weekly basis to meet the following key accountabilities:

1. UCAS and UCAS Applications
To assist with the timely processing of UCAS application, ensuring:
a) all UCAS applications are processed within 48 hours of receipt – assessment and/or interview booked.
b) applications are downloaded from UCAS and saved in the appropriate folders.
c) most assessments/interviews take place within 3 weeks of application.
d) requests for new assessment dates through UCAS are processed daily.
e) offers to successful applicants are made weekly and within 7 days of an assessment.
f) follow up on applicants offers and acceptances are in line with UCAS Policy.

2. Assessments and non-performance applications
To assist with booking assessments and interviews, ensuring:
a) general enquiries relating to the assessment process are responded to
b) all bookings and attendances are recorded on the correct data system.
c) all assessment bookings receive a confirmation email.
d) attendance for all assessments is updated by 9:30am on Monday mornings.
e) assessment sheets are processed every Monday in preparation for offers.

3. Direct Applications
To assist with the timely processing of direct applications received, ensuring:
a) all applications are processed and booked in for an assessment within 48 hours
b) contract offers to successful applicants are made weekly and within 7 days of assessment.
c) unreturned contracts are followed up within 28 days if no response.

4. Phone calls and communication with incoming students
a) Maintain accurate information on the appropriate database to track the progress of all applicants through the various stages of the application process from enquiry to enrolment.
b) Maintain regular contact with all applicants through the various stages of the application process from enquiry to enrolment ensuring that they are provided with accurate and up-to-date information at each stage of the process.

5. Data Management
To assist with keeping accurate records for applicants:
a) Ensure the correct data base is used for each stage of the application process
b) Ensure uploads from UCAS are checked weekly when requested by the MIS department.

6. Additional Responsibilities when requested by the Head of Admissions:
a) Working at open or assessment days when required (some Saturday working)
b) Assisting with Open Day procedures and contacting bookings
c) Understand International/tier 4 requirements and assist with processing of applications when required.
d) Scholarship and Bursary applications and processing
e) Helping at enrolment for new and current students – this may require travel to other campuses
f) enquiries and chat functions
g) training other members of the admissions department on processes

NB: This is not a complete statement of all duties and responsibilities of this post. The post holder may be required to carry out other duties in keeping with the nature of the post as directed by, and agreed with, the Head of Admissions during the recruitment cycle.