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Recruitment, Admissions and Marketing Assistant

Employer BIMM
Job Type Music & Performance Arts Administration
Location Dublin and the East
Specific Location Francis Street, Dublin 8
Closing Date 19/01/2018


Post:  Recruitment, Admissions and Marketing Assistant

Reporting to:   Head of Recruitment & Admissions (R&A)

Contractual Hours:  37.5  hours per week between the hours of 9.00am – 6.00pm

Person Specification

The post holder will have a central role in responding to new clients and their representatives. This position involves assisting the R&A Manager with all areas of the Recruitment and Admissions process, including (but not limited to) dealing with enquiries, processing applications, organising auditions and following up all applicants’ progress through to successful enrolment at BIMM Institute Dublin. The role requires an in-depth knowledge of the curriculum on offer and of the admissions process for all BIMM  Institute Dublin courses. Reporting directly to the R&A Manager, this post also provides administrative support to the Events & Music Industry Manager in relation to all aspects of marketing, promotion and events, including Open Days, Masterclasses and Summer Schools. Accuracy and attention to detail is essential, as is a friendly and outgoing personality when dealing with prospective students, current students and guests.

Essential criteria 

  • Enthusiastic, outgoing, confident and assured communication skills
  • Excellent telephone manner
  • Excellent time management and prioritising skills
  • Ability to respond well to pressure and work to tight deadlines
  • Willingness to gain an understanding of BIMM Institute Dublin curriculum, progression at BIMM Institute Dublin, and admissions procedures, particularly in relation to the CAO system
  • Excellent personal presentation
  • High level of computer literacy especially in relation to Microsoft Outlook, Word and Excel, and experience in the use of databases

Desirable criteria 

  • Knowledge of music/music industry
  • Proven design skills including website management and use of Photoshop
  • Experience of marketing within an educational context
  • Experience with public speaking and good presentation skills


The post holder will be responsible for the following:

Knowledge and presentation of the BIMM Institute Dublin curriculum and the BIMM Institute ethos

  • Ensure a detailed understanding of the BIMM Institute Dublin curriculum at all levels and for all disciplines, and explain this to prospective students and parents
  • Maintain a detailed understanding of the recruitment process for all programmes, including progression routes within BIMM Institute
  • Understand and explain the entry requirements for all courses
  • Explain fees and all issues relating to finance
  • Respond knowledgably to all queries from prospective students and their parents

Prospectus Mail Outs

  • Check and process all prospectus requests promptly
  • Keep accurate record of prospectus request data on Unit-E database
  • Make up prospectuses and monitor supplies of prospectus material
  • Maintain clear and regular communication with post-primary Guidance Counsellors and Music teachers
  • Follow up on all prospectuses sent out
  • Report to R&A Manager on numbers of applicants resulting from prospectus send-outs

Open Days and Promotional Events

  • Support both the R&A Manager and the College Principal with the planning and promotion of Open Days
  • Handle all bookings for college Open Days and keep accurate record of attendance
  • Work with the R&A Manager to secure staff and performers for the event
  • Assist with event management on Open Days
  • Assist with all external events, including visits to Careers Fairs, DIT Open Days, and other musical events (eg, Hot Press Show etc), and attend these events as required

Admissions Process – Applications, Auditions, Offers and Contracts

  • Understand all admissions procedures in order to provide support to the R&A Manager
  • Assist the R&A Manager with processing all applications and liaise with the DIT Admissions Office when required
  • Assist with the booking and confirmation of auditions, including answering general enquiries relating to the audition process and report any issues arising to the R&A Manager
  • Ensure all members of the audition team have the correct materials needed each week
  • Ensure the correct completion of audition paperwork, assist with processing the results, and ensure information is recorded and stored correctly
  • Manage the Reception area and ensure the immaculate presentation of facilities, while working with Estates & Facilities staff to ensure the smooth running of the day
  • Greet all applicants with enthusiasm and put them at their ease, ensuring that all applicants have an enjoyable experience at BIMM Institute Dublin
  • Ensure the day runs to scheduled times and monitor attendance and punctuality of scheduled applicants
  • Support the R&A Manager in sending out offer/rejection letters, assist with sending out contracts and track receipt of contracts and deposits

Marketing & Promotion

  • Work with the R&A Manager and the Events & Music Industry Manager to identify online promotion opportunities, such as events listings, education websites and social media
  • Work with the R&A Manager and the Events & Music Industry Manager on the production of flyers, posters, print and online campaigns, for in-house and external events
  • Be responsible for ensuring accurate and up-to-date information is included in the monthly newsletter, and assist the R&A Manager with regular electronic mail-outs
  • Be responsible for regularly liaising with the marketing team to update all written content etc.
  • Liaise with the Events & Music Industry Manager to source or create visual and written content for the website
  • Liaise with the BIMM website host company and marketing staff in the UK as required
  • Monitor the effectiveness of all promotional work and provide regular reports to the R&A Manager

General Office Duties

  • Work with the R&A Manager and the Events & Music Industry Manager to ensure all aspects of the day-to-day running of the office are handled in line with company policy
  • Support other members of the BIMM Institute Dublin team as required

NB:  This is not a complete statement of all duties and responsibilities of this post.  The post holder may be required to carry out other duties in keeping with the nature of the post as directed by, and agreed with their Line Manager.




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