Admission/Enrolment Specialist

Job description:
Business Title: Student Registry – Admission /
Enrolment Specialist

Position Purpose To be part of a team responsible for providing excellent service by

assessing and responding to student/stakeholder-initiated workflows.
Working within Admissions and/or Enrolment assisting student
admission applications, from initial assessment to conversion, to course
enrolment and study progression. To provide appropriate timely advice
and communication to students and various stakeholders (internal and
external).

Admission and Enrolment specialists apply their knowledge of
programme regulations and University processes to ensure that
admission services are timely and effective.

To meet the operational objectives of the Student Registry team as they
relate to the University's goals.

To support and contribute to the teams goals assisting where necessary
in team deliverables, projects, process enhancement/development and
research and analysis.

Department: Student Registry
Location: Palmerston North Campus

Reports to: Student Registry Manager
Responsible for: Delivering the accountabilities of the operational area




Delegations: Nil
Job Title: Administrator

Internal
Key relationships: Massey colleges and departments

ITS (specifically Application Services)
Student Registry colleagues

Central service area colleagues
Current and Prospective students

External
TEC
Immigration New Zealand
Education agents – overseas and New Zealand
Cohorts – partner organisations/college representatives

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Context: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
Massey University community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems
through fundamental, applied and interdisciplinary research, while
culturally and artistically enriching our world.

We are deeply committed to being a Tiriti-led university, demonstrating
authentic leadership in contemporary Aotearoa New Zealand as we
uphold Te Tiriti o Waitangi, the founding document of our nation, and its
principles through our practice. We embrace this not just as an obligation
but as a real opportunity for the nation and its people.

Our educators are preparing a new generation of global leaders. Our
students are diverse and are attracted to Massey because they want to
achieve their personal goals or make their mark in the world. They
experience world-class learning that recognises their intellectual and
cultural strengths, expands their horizons and prepares them to
contribute to a rapidly transforming world with skills, critical and creative
thinking and leadership.

We will be renowned for our passion and caring attitude. All Massey
campuses will be innovation ecosystems, acting as magnets for smart
enterprises. Wherever we are, we will operate in partnerships founded on
respect, trust and mutual benefit. Massey is not only defined by what we
do, but by how we do it.



About this department

Student Registry provides core administration support for students. This
includes admission, enrolment, conferment, student records, international
compliance and student fee services, etc.

We are a group of professionals who have a positive attitude, work pro-
actively and take real pride in ensuring our practices and processes are
current, efficient and always consider our student’s needs. We are agile
and easily move and change direction where and when we need to. Our
teams culture, engagement and support are as important as our technical
ability.

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Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, We:

• Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society

• Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and

the people we serve.

• Embracing Te Reo in relevant and practical ways in our work place interactions and

engagement with external stakeholders, giving expression to Tikanga Mäori and protocols
that demonstrates that we respect and value Maori conventions in appropriate settings.

At Massey we work together with mutual respect and caring. We:

• Act with integrity and trustworthiness and give credit to others for the work they do.
• Work cooperatively and inter-dependently to foster and promote the One University approach
• Share knowledge and communicate professionally with courtesy and mutual respect.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences.
• Keep ourselves and others safe; work together to embrace with the University's health, safety

and wellbeing policies, procedures and programmes; display commitment by actively
supporting all safety and wellbeing initiatives: and by actively engaging in health and safety
improvement opportunities.

At Massey we are future-focused, results- oriented and strive for excellence. We:

• Take ownership and responsibility for delivering results to support achievement of
• University objectives.
• Provide the best quality services to our customers (internal and external) ensuring our

students/ stakeholders are at the heart of everything we do.

• Deliver or support world-class research, teaching and learning and citizenship.
• Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development

• Are motivated and create a positive working environment where our values are reinforced.
• Anticipate and respond with agility and resilience to the changing needs of the University and

the communities we serve.

• Seek ways to improve our services to deliver in an efficient and effective way.
• Embrace technology and apply this innovatively to better meet the needs of those we serve.
• Challenge ourselves to reach our potential and help bring out the best in others.
• Understand how what we do contributes to the objectives of the University.
  

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Accountabilities

Team goals and
culture With our team goals focussing on supporting our students your actions will reflect this by being pro-active, knowledgeable, agile and

flexible. Aiming to be an expert in your area whilst having an
overarching understanding across Student Registry and a willingness to
assist in any, and all areas, as required.

You will play an integral part in upholding our team culture. Ensuring
your actions reflect the team values and taking pride and personal
ownership of these goals, values and behaviour.

Ongoing improvement Contribute and support on-going reviews and implementation of Student
Registry processes, to maximise efficiency and effectiveness.

Ensure you are proactive in building and remaining current in your
knowledge (regulations, legislation, equivalency, programme changes
etc) and seek ways to improve our support of students.

Keep informed of current developments in Education locally and
globally, including emerging trends and current issues affecting
Massey University

Take personal pride in delivering and meeting your part of the workload,
sharing knowledge and supporting others across the team where and
when possible.

It will be necessary for Admission and Enrolment teams to assist each
other where the work demands and look for end to end processes
wherever possible.

Student/Stakeholder Provide appropriate and relevant study life cycle support to students, their
Initiated workflows representatives, and, other internal and external clients, in a responsive,

proactive and positive manner.

Managing your allocated tasks (admission, enrolment, study
progression, conferment and annual programme changes etc) in
proactive and professional manner as follows but not limited to:

Admission Assessment Enrolment and Progression
• Assess and verify entry status • Assess and develop study

• Verify completion of academic plans to enable enrolment

qualifications and completion
• Calculate grade averages in • Assess equivalence based on

accordance with programme learning outcome for
regulations qualification credit into

• Assess comparability of Massey university

qualifications provided by programmes from other
overseas institutions and Universities researching other
calculate grade equivalence Universities grading systems

• Assess content and validity of web based data.

documentation; verifying via

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external sources where • Manage the waitlist process –
required identifying courses and

• Consider conversion advocating for students

techniques to aid the uptake • Validation of graduands to be
of the offer awarded qualifications for

• Facilitate conversion of a wide Graduation and the

range of cohorts development of the

• Ensuring under 18, programmes for awarding

disability and health events.
students’ application • Support the enrolment and
assessment meets alignment of courses for students impacted by
Pastoral transition regulations when

qualifications are changed –
this is to ensure student are

able to enrol once changes
are released.

• Maintain and deliver the

Progress monitoring
outcomes for students
ensuring the safety of highly
sensitive documents as they
relate to exclusion and
readmission

• Assess and process student initiated workflows, in a timely and

efficient manner within agreed KPls.

• Assess student-initiated workflows using the appropriate

regulation criteria, taking responsibility for particular portfolio of
programmes if required.

• Contribute to a range of stakeholder initiatives/annual reviews such

as but not limited to annual qualification reviews for colleges;
international cohort management.

• Organise and maintain student data and records accurately using

the Student Management System.

• Undertake to support administration for one or more key business

areas. For example, but not limited to, admission, recognition of
prior learning, enrolment, study progression, etc.

• Process your area of work according to the university’s objectives

and priorities.

• Check accuracy of system checks and tasks; resolving issues with

college and ITS

• Receive and resolve multi-channel queries
• Ensure Quality Assurance practices are followed to maintain high

rates of accuracy.

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Qualifications and Experience

Qualifications: A relevant tertiary qualification at bachelor degree level or above is
preferred

Experience: • Previous experience in student administration (admission or

enrolment ideal) essential.

• Previous experience in tertiary environment desirable.
• Maturity and flexibility to manage a variety of work pressures and

demands positively.

• Previous experience in working in high output/driven operational

teams is desirable.

• Proficiency in Microsoft Office suite and ability to easily adapt to

other/internal IT systems

Capabilities:

Accountability Understanding of the importance of being accountable and ability to focus
on those activities that have the greatest impact on meeting work

commitments.

• Demonstrates an ability to meet own responsibilities.
• Removes obstacles to work objectives.
• Maintains a sense of urgency and a positive attitude.
• Brings potential problems to the fore, thereby enabling decision

Essential makers to keep projects on track.

• Adjusts work to accommodate the needs of group processes.

Capability Understanding of the importance of insightful listening and
communicating and ability to provide information and messages in a

Communication way that produces clarity and impact.

Essential • Written and oral communications that produces clear and complete
communication for stakeholders.

• Analyses audiences to understand their composition and

perspectives.

• Recognises which communications need to be formalised to provide

clarity, including when escalation is required.

• Confirms understanding by restating others' positions.
• Adapts listening and facilitation styles to others' communication styles.

Capability Understanding of the necessity of evolving the business to remain
competitive and ability to understand, adapt oneself to, respond to

Continuous and proactively seek changes and innovation in the business
Transformation environment to improve the competitive advantage of an organization.

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Essential • Describes the rationale, concepts used and importance for the

individual and organisation to continuously transform.

• Identifies the changes and ambiguity existing in the business environment.
• Asks questions and accepts feedback non-defensively.
• Gathers necessary information, learning resources and best practices

used to resolve ambiguous situations.

Capability Knowledge of the techniques and the ability to work with a variety of
individuals and groups in a constructive and collaborative manner.

Interpersonal
Relationships • Explains the benefits of maintaining positive working relationships

with work colleagues
Essential • States the basic characteristics of good working relationships and

applies this to work.

• Identifies roles and responsibilities for self, including when escalation

is required.

• Provides examples of individuals with good interpersonal skills and

their specific skills.

Capability Knowledge of customer service concepts and techniques; ability to meet
or exceed customer needs and expectations and provide excellent

Service Excellence service in a direct or indirect manner.

• Provides direct service to internal or external stakeholders

Essential • Provides a quality of service that stakeholders describe as excellent.

• Able to respond to common stakeholder queries and problems or

escalate if required.

• Responds to unexpected stakeholder requests with a sense of

urgency and positive action.

• Provides a level of customer centric service excellence that

contributes to the departments objectives.

Capability Knowledge of effective self-management practices and ability to manage
multiple concurrent objectives, projects, groups, or activities, making

Priority Setting effective judgments as to prioritizing and time allocation.

Essential • Explains basic concepts of time and priority management

• Understands own role priorities on a day to day basis.
• Describes team or unit priorities and how they relate to roles.
• Seeks guidance in detecting and addressing priority conflicts.

Capability Knowledge of customer service priorities and ability to utilize tools and
techniques for maintaining an environment where all understand, and are

Customer Service
Management

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committed to providing excellent service to internal and external
customers.

• Demonstrates an understanding of the underlying concepts and

Essential values of a service organization.

• Identifies key characteristics of effective customer service.
• Cites examples of keeping the customer as the focal point of all team

activity.

• Seeks help, as needed, in satisfying customers.
  

Pre-employment checks

Pre-employment
checks: • Requirement to pass a Criminal and Traffic Convictions (Security)

Check performed by the Ministry of Justice.
Requirement

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