Schools Transitions and Systems Officer - Colchester Institute

Colchester Institute
Competitive salary
11 Mar 2018
20 Mar 2018
Contract Type
Full Time

The post holder will be responsible for maintaining and developing relationships with local schools to gather and share information about applicants to Colchester Institute. They will have responsibility for gathering information to support the transition of year 11 students from schools onto study programmes to support positive conversion of applications to enrolment.

The post holder will produce and share the fortnightly school information reports, and have responsibility for providing any other statistical and analytical data required for Management Information purposes. They will take an active lead on the EBS Prospect developments, including system reporting, and in taking forward improvements and developments to systems and processes.

The post holder will support the Admissions and Information Manager in the planning and organisation of key admissions events, including interview evening, welcome and induction days, main enrolment and first days.

  1. Maintain and continue to develop relationships with local feeder schools to ensure communication regarding the application and enrolment process for year 11 students is continuous and informative and that the correct information is collected and maintained.
  2. Produce school reports, ensuring the information sent to schools is accurate and provided in a timely manner, including student destinations and September Guarantee reports.
  3. Be the first point of contact with the schools to continue to improve the application process and provide regular updates about the status and progress of applications, including interview and welcome days.
  4. Report back to schools any students who are not offered a place on their course choice, to signpost to timely careers IAG support to inform subsequent course choices.
  5. Liaise with the Additional Learning Support and the Student Services teams to promote cross college communications and ensure the needs of our applicants are being met and planned for; in particular vulnerable students and those with SEN and disabilities.
  6. Work as part of the admissions team with the processing and monitoring of all FE applications and the admissions process, providing cover where required and practical.
  7. Work closely with the Schools’ Liaison team to analyse school engagement with CI and ensure consistent information is provided. Take an active role in the organisation and delivery of the Annual Information Days.
  8. Take a lead role in the development of systems and services to improve the admissions process, including the ongoing project to embed EBS Prospect and to develop online admissions and enrolment processes.
  9. Take responsibility for organising welcome days, interview evenings, enrolment days and first day of term. Liaise with facilities to book rooms for various events and allocate meeting areas to new students and teaching staff. Produce staff rotas for Admissions, curriculum support teams and marketing to cover meet and greet areas during the above events.
  10. Any other duties as outlined by the Admissions and Information Manager or Vice Principal: Student Services and Support.


Qualifications / Training

Educated to Level 3 or equivalent, including English and Maths at C grade level 2 or equivalent

IT and / or Statistics qualification or equivalent


Degree in Business, Administration, Marketing or related field.

Customer Service qualification or equivalent

Knowledge / experience

Experience of working within an educational establishment

Experience of processing applications for educational courses

Knowledge of Colchester Institute’s further education provision and progression routes

Experience of compiling statistics and data to inform decision making, including detailed knowledge of using spreadsheets

Experience of working collaboratively with a range of internal and external stakeholders including staff, students and school links

Experience of using, and contributing content for, a range of different communication technologies including text, social media and print

Understanding of Safeguarding and its importance within the College

Commitment to and understanding of equality and diversity


Experience of developing new systems and processes to project management guidelines

Experience of coordinating events

Skills / abilities

Ability to effectively manage own workload and multiple priorities

Ability to work independently and on own initiative

Ability to foresee improvements and embrace change

Excellent communication skills with the ability to negotiate and persuade when required

Willingness and enthusiasm to develop relationships with feeder schools, including having face to face meetings on a regular basis

Excellent planning skills and ability to meet tight deadlines

Other requirements

Willingness to travel to schools and other campuses at short notice when required

Willingness to work evenings and occasional weekends to cover interview sessions and open events, at any campus, as needed.

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