Senior Admissions Coordinator - Pagoda Projects

Pagoda Projects

About Pagoda Projects
Pagoda Projects is the Work Intergrated Learning service of Gradcore, part of the wider Unseen Group, specializing in providing internship and global experience programmes to universities and government-funded organizations. Since 2007, we have successfully supported over 4000 students and recent graduates. to participate in internship and employability programmes globally.

We are an ethical, transparent, and student-focused organisation, backed by a dedicated and enthusiastic team passionate about delivering exceptional outcomes for all our stakeholders. Our goal is to challenge the norms in our sector by offering unique destinations, exceptional value, unparalleled support, and a commitment to quality over quantity.

Before applying for a role with us, please familiarize yourself with our mission and values, and ensure that we align with your career goals and aspirations.

Introduction to the role
We are seeking a highly organised Admissions (Senior) Coordinator to coordinate the application process for participants on Pagoda Internship and Global Experience programmes. Working closely with the Head of Work Integrated Learning and Internship Programme Manager you will oversee an effective & fair application and shortlisting process ensuring confirmed programmes are filled to maximum capacity.

The role
Reporting to: Head of Work Integrated Learning (WIL)
Location: Hybrid (First 3 months you will be required to be office based (Manchester) for at least 3 days per week)

Your responsibilities will include:

• Follow up & respond to all assigned initial expressions of interest (EOIs) and applications by email in line with company policies within 48 hours and thoroughly document all telephone conversations, communications and status updates on the CRM.
• Convert at least 50% of EOIs into applications and at least 60% of applications to bookings.
• Guide participant applicants through the application process; answering all FAQs, guiding on the next steps of the process, troubleshooting any concerns and queries over the phone or email and escalating as necessary. Ensure they are contacted at least once every 7 days to keep them updated on their application.
• Ensure all participants are best prepared for their application reviewing CVs and providing interview support.
• Ensure completed eligible applications are received within 21 days of the initial EOI.
• Review and update application forms, communication templates and participant programme documentation
• Provide fortnightly/monthly (depending on season) updates to Head of WIL on application trends.
• Assign all new EOIs and applications to seasonal team members when required
• Analyse key application data and metrics for goal setting & improvement planning e.g. application processing time, withdrawal reasons.
• Establish & improve clear processes and training guides on CRM to visualize the participant application process
• Set Up views, reports and dashboards on the CRM to allowing for easy application management and progress reporting
• Grade pre-recorded interviews, providing detailed notes for shortlisting process.
• Support participants in completing any required documentation for the university requirements
• Handle the company communication lines (e.g. WhatsApp) responding to queries in a timely and efficient manner
• Coordinate effective & fair participant shortlisting strategy for where demand is surplus to capacity either in internship type or location preference
• Keep up to date with programme information or deadlines and standard operating procedures and company-wide policies.
• Ensure to upholding company response rate targets and keeping participant & university data and documents updated in line with GDPR compliance
• Support seasonal team members to resolve issues or problems that may arise with a participant during their application process
• Research technology or other solutions that could have a positive return of investment for the team to become more efficient and accurate or to improve the participant application journey
• Support with other projects within the team as and when required

Team Support
• Liaise with Partnerships Account Manager(s) regarding key programme information
• Coordinate with Head of WIL to agree on key admission dates / application windows.
• Coordinate with Marketing Team to highlight shortfall in application numbers to prioritise marketing efforts of the team based on upcoming application and booking deadlines.
• Application trend analysis and share Head of WIL for wider dispersal
• Supervise any seasonal team members


• Right to work in UK & northwest based
• A university graduate or 2 years previous relevant experience
• Outstanding interpersonal, time management and organisation skills
• Good listening & communication in written and spoken English with exceptional telephone manner
• Ability to work in a fast-paced environment with seasonal fluctuations
• Passion for supporting students and graduates on the initial steps of their career journey
• Demonstrable global mindset and interest in other cultures.
• Natural ability to balance professionalism and familiarity.
• Excellent attention to detail and methodical working practices
• Strong skillset in basic data analysis
• Experience working in admissions or a role with comparable responsibilities in an education setting.
• Excellent organisation, time management and interpersonal skills
• Outstanding attention to detail and methodical working practices
• Experience of an overseas programme during your university studies would be beneficial.

• Experience in careers/recruitment/HR/employability.
• Experience of an overseas programme during your university studies
• Experience using HubSpot & Click Up

• £24,000 - £28,000 full-time annual salary based on skills and experience.
• 25 days paid holiday + national holiday
• Pension scheme
• Employee Benefits Platform
• Flexible working, home or office-based or hybrid of wfh/office (however please note the initial 3 month requirements)
• Free breakfast and regular events at our Manchester City Centre office
• Working from home equipment/access to co-working if needed
• Encourage career progression and personal development
• Regular company ‘away days’

Expected Timeline
Application Window: 20th May – 31st May
Shortlisting: 3rd June – 7th June
Interview Window: 10th June – 21st June
Offer: Week Commencing 24th June
Ideal Start Date: immediately or 1st August 2024

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