Programme Admissions Advisor

The Programme Admissions Advisor is responsible for ensuring that all institutional processes and legal and regulatory requirements related to student admissions are enforced and maintained. The Advisor is responsible for vetting student applications for admission, overseeing the Recognition of Prior Learning Process and Credit Accumulation and Transfer applications. Any complicated applications and specialised admissions will be completed by the Advisor, in consultation with the Registrar. The role requires strong organisational skills, the ability to manage competing priorities, and a positive approach to administration, ensuring operational efficiency.

KEY PERFORMANCE AREAS (KPAs)

The following are the primary areas of responsibility and their estimated percentage of time:

• Document Verification and Compliance (5%)
• Student Admission Processes (40%)
• Recognition of Prior Learning (10%)
• Credit Accumulation and Transfer (15%)
• Internal Communication and Coordination (10%)
• Oversee and Manage Admissions (10%)
• Reporting and Administrative support (10%)

KEY RESPONSIBLITIES
1. Document Verification and Compliance (5%)

• Ensure that all student application documents are accurately received, verified, and recorded in accordance with institutional policies and legal regulations.
• Conduct thorough checks to validate identity, academic qualifications, and supporting documentation.
• Maintain strict adherence to compliance standards, ensuring all admissions processes align with regulatory requirements.
• Address discrepancies proactively and escalate concerns where necessary to uphold the integrity of the admissions process.

2. Student Admission Processes (40%)

• Manage and execute student admission procedures, from application receipt to final decision.
• Assess applications against admission criteria, including academic qualifications and institutional entry requirements.
• Ensure timely communication with Sales Consultants and other stakeholders, maintaining transparency and consistency throughout the admissions process.
• Support the continuous improvement of admissions workflows to enhance efficiency and applicant experience.

3. Recognition of Prior Learning

• Receive and review Recognition of Prior Learning (RPL) applications to ensure compliance with institutional policies and requirements.
• Coordinate with assigned mentors to ensure timely and thorough evaluation of RPL submissions.
• Monitor and follow up on the progress of each RPL application to ensure efficient turnaround times.
• Notify the Registrar when a Committee meeting is required for further evaluation.
• Communicate the final decision to the relevant Sales Consultant and ensure accurate record-keeping of the outcome.

4. Credit Accumulation and Transfer (15%)

• Receive and process Credit Accumulation and Transfer (CAT) applications from prospective students.
• Evaluate applications in accordance with institutional policies and operational procedures to ensure all necessary documents have been submitted.
• Monitor and follow up on the progress of each CAT application to ensure efficient turnaround times.
• Liaise with academic departments, the Registrar and Sales Consultants as needed.

5. Internal Communication and Coordination (10%)

• Facilitate effective communication between the Admissions Officers and internal stakeholders, including the Registrar, the Registrations team, Finance, Sales Consultants and the academic team.
• Ensure that all relevant parties are kept informed of application statuses, admission decisions, and required actions.
• Coordinate with internal teams to resolve queries, expedite decision-making, and support a seamless admissions process.
• Promote a collaborative working environment that supports institutional goals and student success.

6. Oversee and Manage Admissions (10%)

• Provide oversight and day-to-day management of the admissions function to ensure an efficient, compliant, and student-focused process.
• Monitor admission workflows, ensure adherence to institutional policies and timelines, and support continuous process improvement.
• Handle complex or specialised admissions cases in consultation with the Registrar.
• Provide guidance to team members involved in admissions, ensuring quality assurance and consistency in decision-making across all application types.

7. Reporting and Administrative support (10%)

• Prepare and maintain accurate records of all admissions-related activities, including application outcomes and RPL and CAT decisions.
• Generate regular reports to support decision-making, monitor trends, and ensure alignment with institutional targets.
• Provide administrative support to the Registrar and admissions team, including preparing documentation for meetings and reviews, and managing correspondence with role-players in the admissions process.
• Ensure data integrity and confidentiality across all administrative functions.

Requirements

Qualifications:

• A relevant NQF 8 Qualification in administration, education, or a related field.

Experience:

• Minimum of 1-2 years of experience in student administration, registrations, or a related field.
• Experience working with student management systems is an advantage.

Skills and Competencies

• Proficient in using institutional databases and systems for processing applications, managing student records, and generating reports.
• Ability to manage digital and physical documentation, including verification and secure storage of sensitive applicant information.
• Strong understanding of legal and regulatory frameworks governing student admissions, RPL, and CAT processes.
• Ability to analyse admissions data, generate insights, and present findings in a clear, actionable format.
• Capable of managing multiple admissions processes simultaneously while maintaining efficiency and meeting deadlines.
• Able to assess complex applications, interpret academic records, and apply institutional policies objectively.
• Strong written and verbal communication for engaging with colleagues, and stakeholders clearly and professionally.
• Maintain strict confidentiality when handling sensitive applicant information and decisions.
• Comfortable working in a fast-paced environment with changing priorities, policies, or technologies.

Key Attributes

• Adaptability to changing priorities and institutional needs.
• Honest and strong ethical principles, particularly when handling confidential student records and admissions decisions.
• High levels of precision in data entry, document verification, and communication.
• Commitment to professional growth and ongoing learning.
• Ability to work independently and as part of a team.

Job Type: Full-time

Work Location: In person