Education Administrator (Admissions)

Salary: £27,319.00 - £29,588.00  per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

Closing Date: 26 March 2026

The Role

We are seeking an organised, proactive and customer‑focused Education Administrator to play a key role in delivering the full MBBS admissions cycle within the School of Medicine. This is an exciting opportunity to support one of the University’s largest programmes, working closely with applicants, academic colleagues and professional services staff.

In this varied role, you will ensure all UCAS applications for our A100 and A101 Medicine programmes are processed accurately and in line with University and programme policy. You will support academic screening, manage complex enquiries, maintain key admissions inboxes and handle sensitive applicant communications. A major part of the role involves leading the organisation and delivery of our large‑scale interview process, coordinating over 1,000 interviews and recruiting and training more than 300 interviewers. You will also support offer processing, facilitate our Offer Holder Experience Days, and contribute to wider recruitment activity across the Faculty.

Beyond admissions, you will play an important part in supporting student transitions, including coordinating Year 1 registration processes, managing progression tasks and assisting with initiatives such as Supporting Trainees Entering Practice (STEP) for final‑year students. You will maintain MBBS webpages, provide committee support and ensure follow‑up actions are completed effectively.

We are looking for someone with excellent communication and interpersonal skills, strong attention to detail, and the ability to work collaboratively in a busy environment.

The post is full time, permanent.

For informal enquiries please contact: Felicity Hunter at felicity.hunter@ncl.ac.uk

Key Accountabilities

• Under direction of the Admissions Manager, has responsibility for ensuring all processes relating to UCAS applications for A100 and A101 programmes (3000+) are dealt with in accordance with the University and MBBS Admissions policy 
• In conjunction with the team, responsible for carrying out academic screening, dealing with more complex applications and passing on fees queries as appropriate.
• Lead the planning, organisation and delivery of the MBBS interview processes (in excess of 1000). Recruiting and facilitating the training of over 300 interviewers to act as Selectors
• Responsible for the MBBS Admissions and Interviews email accounts, dealing with complex enquiries from applicants, referring on as appropriate
• Responsible for managing interview data (individual interview scores and comments) to serve as part of the academic and interview screening process used by the Admissions Executive Committee
• Alongside the Admissions Manager, process all offers for both A100 and A101 after academic and interview scores have been collated
• Responsible for planning and facilitating the Offer Holder Experience Days, which includes organising information sessions for parents/guardians who may also be attending and managing sign-ups and attendance
• Provide accurate and timely feedback to applicants who request it as to why their application may not have been successful
• Responsible for carrying out processes in relation to registration for Year 1 students, including ensuring all new students receive a registration pack to enable them to organise their time at University. This includes DBS registration and liaising with Occupational Health. This will include PA students
• Responsible for ensuring all students are ‘progressed’ as necessary, including students on the Physician Associates PGT programme
• Produce Confirmation of Acceptance of Study (CAS) for International students to support their Student Visa application
• Support the Year 5 Academic Lead with Supporting Trainees Entering Practice (STEP) to ensure final stage students receive the appropriate adjustments and support in their Foundation Schools. This involves monitoring student responses, approving forms where appropriate and escalating as needed
• To provide support to committees as designated, taking minutes and ensuring the necessary follow-up is undertaken
• Work collaboratively with admissions staff in other schools in the Faculty of Medical Sciences and the University to ensure join up and resilience of practices and policy
• Any other duties within the scope and general nature of the grade which may be required. This includes some flexibility in working hours and may include occasional weekend working (in the region of two Saturdays per year)

The Person (Essential)

Knowledge, Skills and Experience

• Ability to offer a high level of customer service
• Ability to communicate clearly orally and in writing
• Excellent interpersonal skills and experience of working across teams in a large organisation
• Good I.T. skills and working knowledge of Microsoft Office software packages
• Strong numeracy skills and ability to interpret data
• Basic understanding of admissions policies and procedures in higher education and ability to apply these

Attributes and Behaviour

• Proven ability to use initiative
• Experience of working as part of a team in a customer-oriented environment
• Ability to deal effectively with conflicting priorities
• Ability to work flexible hours when required

Newcastle University is a global University where everyone is treated with dignity and respect.  As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

We are committed to being a fully inclusive university which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all of our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from individuals who can complement our existing teams, we believe that success is built on having teams whose backgrounds and experiences reflect the diversity of our university and student population.

At Newcastle University we hold a Gold Athena Swan award in recognition of our good employment practices for the advancement of gender equality.  We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in higher education REC.  We are a Disability Confident employer and will offer an interview to disabled applicants who meet the essential criteria for the role as part of the offer and interview scheme.

In addition, we are a member of the Euraxess initiative supporting researchers in Europe. 

Requisition ID: 29152