Job Category: Administration
Degree Level: First Degree
:
Role: Student Recruitment Assistant
Grade: Grade 3
Appointment: Full-time, Open-ended
Department: MRAC Directorate
Location: Dubai Campus
About our School/Directorate/Team:
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 as well as offering support and advice to admissions colleagues at our 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 Role:
Heriot-Watt is entering an exciting phase in terms of development of its professional services. We have centralised and re-aligned our recruitment and Admissions Teams in Edinburgh and are embarking on a journey to develop a new structure for our Dubai Campus and recruitment hub.
Reporting to the Admissions Manager depending on responsibility, the successful candidate will take the responsibility for coordinating and delivering a range of activities that enable Heriot Watt Dubai to achieve its ambitious student recruitment and admissions targets for both UG and PGT. Admissions Assistants are responsible for processing and assessing the applications received for UG and PGT level with effective decision making.
Based in the Admissions Team of our Dubai campus you will work as part of the team that provides an exceptional level of customer service to all prospective students and applicants to the University guiding them from first point of contact through to enrolment. As part of the admissions function, the role requires you will work as part of the team which provides administrative support for the direct application processes.
Bringing together your passion for education and customer care, you will have exceptional interpersonal skills, attention to detail and be a self-starter who can support prospective students while they embark on their journey with Heriot Watt.
Summary of Key Duties and Responsibilities
As part of admissions team as an Admissions Assistant you will be responsible for managing the end-to-end admissions process at a university, including evaluating applications, verifying qualifications, issuing offers, and guiding prospective students. They ensure smooth communication with applicants and internal teams, maintain compliance with institutional and regulatory policies, and support recruitment and conversion events. The role also involves data tracking, reporting, and contributing to process improvements to enhance the efficiency and effectiveness of admissions operations.
Key duties and responsibilities:

• Admissions Assistant are responsible for reviewing, assessing, and evaluating student applications to ensure they meet the university's entry requirements and academic standards. This includes maintaining accurate and timely data entry within student information systems or CRM platforms to track applications efficiently through every stage of the admissions cycle,
• As an admissions assistant your role will include verifying submitted academic qualifications and supporting documents to confirm authenticity and completeness. In cases involving international qualifications, they assess equivalency against established standards to ensure applicants meet appropriate entry-level benchmarks for their chosen programme,
• Admissions Assistant are responsible for issuing timely conditional and unconditional offers after evaluating application materials. They collaborate with academic departments or faculty members for additional input where needed, especially for complex or borderline cases requiring subject-specific assessment,
• Attend and assist with execution of internal and external student recruitment events including open days, PG Masterclass, Virtual events/workshops, offer holder events and recruitment fairs, both at the campus, in-schools and at external student recruitment fairs to provide information, advice and guidance on the University's portfolio of undergraduate, postgraduate and research programmes to prospective students,
• Capture and maintain scholarship data for new undergraduate and postgraduate students,
• Monitoring application volumes, conversion rates, and turnaround times is an essential aspect of the role. Admissions Officers assist with the preparation of internal reports that inform strategic decision-making and help track performance against admissions targets,
• To set up and maintain a calendar of student recruitment events, manage enquiries, and bookings and work with the CRM team to coordinate pre-event and follow up communications to maximise attendance for the assigned programme,
• Assist the Admission Manger, with manging the student ambassador scheme within the Student Recruitment team to ensure events and other recruitment activities are effectively staffed and represented to maximise conversion and ultimate enrolment of prospective students,
• To establish and maintain an effective network of contacts externally and in Schools and Services, and to work effectively with these contacts to maximise our student recruitment potential,
• Supporting the Admissions Manager in all daily processes related to application management,
• Maintain a thorough knowledge of the University's admissions policy, including assessment / selection and entry criteria and keep abreast of changes to admissions procedures,
• To enhance the efficiency of the admissions function, Officers are encouraged to identify areas for improvement in workflows and procedures. They also play a role in system updates, testing new functionalities, and supporting the implementation of upgraded platforms or tools,
• Admissions Assistant uphold strict adherence to institutional policies, data protection laws, and visa regulations. They are responsible for safeguarding applicant data, maintaining the confidentiality and integrity of records, and ensuring all actions are compliant with relevant guideline,
• To participate in all marketing activities and other areas of work within Marketing, Student Recruitment, and admissions as required,
• Provide support to the wider team and the Student Recruitment Manager, Student Recruitment Officer, and Admissions Manager during key admissions periods,
• General administrative duties including filing, and other duties that may be seen as being within the scope of this position.

Education, Qualifications & Experience:
Essential * Excellent literacy and numeracy skills or similar or equivalent experience,

• Experience of working within a similar environment as outlined above, specifically with a focus on multi-channel customer experience,
• Competent in the use of relevant IT packages including Microsoft Excel, Word and Outlook
• Well-developed interpersonal skills,
• Experience in face-to-face customer service role, including participating in and organising in-house and external recruitment / sales events,
• Demonstrable professional and proactive approach,
• Evidence of excellent attention to detail,
• Appreciation of working with confidential information,
• Ability to work flexibly, quickly and accurately by taking account of new information or changes in circumstances and modifying the understanding of a problem or situation accordingly
• Experience of using initiative and creativity to resolve problems, that may be predictable but not routine, identifying practical and suitable solutions,
• Demonstrable provision of excellent customer service.

Desirable * Educated to a degree level

• Experience of administration in a higher or secondary education environment
• Understanding and knowledge of UAE and international education markets and current issues
• Experience of working with databases i.e. Student Record or CRM systems
• Experience of enquiry management systems

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.
How to Apply
Please submit your application via the Heriot-Watt on-line recruitment system attaching a Cover letter describing your interest and suitability for the post and an updated CV
At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.
Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
The appointment is conditional upon successful completion of all Labour and Immigration formalities, and the start date will need to be delayed if the employment visa is not in place.