Portobello Institute: Enrolment Officer

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Overview of Portobello Institute

Portobello Institute is committed to providing and developing educational courses to meet the challenges of an increasingly diverse student base and demanding workplace. The purpose of the institute is to make education accessible to students who have an interest in the sectors Portobello Institute offers education in. We believe through the superior support mechanisms we have in place, our students can achieve their personal best, making a dream career or further study opportunity a reality.

We do this by small classes and treating each student as an individual. We employ programme management and delivery teams who believe what we do and will go the extra mile to support a student to achieve their desired goal. We build strong connections with our industry partners and employers and offer students valuable practical insight and work placements in their chosen sectors. We operate with honesty, integrity and transparency with our validating partners to ensure a strong belief in the professionalism and credibility of our academic management.

Portobello Institute’s positioning in the market is a premier position and therefore all communication, touchpoints with current, future and past pupils, engagement with validating bodies, industry connections and associations must reflect this position.

Role of the Enrolment Officer

Purpose & Vision of the Role

Understanding the core elements of award, support, learning outcomes, work experience, assessment strategy and graduate success stories for each programme within their portfolio is essential for the success of the role of admissions adviser. Engaging with potential students to understand their needs and how the programme portfolio with Portobello Institute can best meet those needs is key. Admissions advisers provide this information accurately, in a communication style that is empathetic to the ambitions and fears of the potential student. The role of admissions adviser reports directly to the managing director.

By listening to potential students, admissions advisers recognise market opportunities so that the Institute can adapt and stay relevant. Staying abreast of competitors and industry is a core responsibility and the admissions adviser critically analyses this information and feeds it with informed recommendations to the relevant stakeholders. Keeping accurate records, responding in a timely manner with professionalism and furnishing completed and accurate admissions information to various stakeholder is the responsibility of the admissions adviser.

Giving forecasts based on confident analysis of potential sales is an important function. Admissions advisers work as part of the admissions team and also on their own initiative with individual responsibility for own targets. A positive attitude is vital with the ability to communicate to all levels of the organisation.

Overview of Key Responsibilities:


  • Develop and drive short, mid and long-term admissions strategy for each programme to increase admissions volumes in accordance with strategic direction of the Institute.
  • Actively engage with students through email, inbound and outbound calls and in person to understand their needs and wants, with the aim of maximising admissions opportunities
  • Manage recording of admissions data through to completion
  • Review admissions data including conversion levels, analysis and comparisons of current and historic admissions data, this data should be monitored and strategy adjusted to maximise admissions potential and also regional venue opportunities.


  • Identify key competitors and carry out regular competitor analysis to include programme offering, promotional offers and pricing
  • Review admissions data including conversion levels, analysis and comparisons of current and historic admissions data, this data should be monitored and strategy adjusted to maximise admissions potential and also regional venue opportunities.
  • Ensure the Institute has a strong presence at schools exhibitions and open days/evenings and that all opportunities are maximised at these events.


  • Ensure website contains relevant up to date schedule information rolling for 3 months at a time.


  • Contribute to the identification of market opportunities, future programme vision and go to market strategy.
  • Engage closely with MD, Institute Director, marketing team and programme managers to assess viability and to help determine the best implementation methods as well as a reasonable timeline for delivery of new programmes

Market Research

  • Gather key student information through pro-active engagement with students
  • Report and recommend adjustments to strategy on the basis of information

Customer Service

  • Ensure professionalism & reputation of the Institute is maintained to a high standard during customer interactions & correspondence
  • Ensure all students queries are handled efficiently and professionally.
  • Ensure all phone calls are answered in a timely manner.
  • Ensure that you are aware of all current classes, student numbers and schedules for upcoming classes
  • Handle and report any student or tutor difficulties that may arise
  • Assist in answering general enquiries, student interviews and open information days
  • Follow through on any requests made by internal or external customers
  • Manage complaints through to completion
  • Manage admissions through to completion

Record Keeping

  • Keep accurate record of all enquiries received by email, telephone or in person.
  • Complete admissions forms to standard required


  • Report all critical issues to management and keep them informed.
  • Manage and supervise all tasks delegated by management.
  • Attend regular meetings and give report on all respective responsibilities.

Repairs & maintenance

  • Ensure all repairs are reported to Office Manager.
  • Responsibility for standard of work environment, report to facilities and follow through on any areas where maintenance reqd.


The following competencies are considered essential for success performance in the role.

1. Initiative - The ability to act creatively and be forward thinking to anticipate problems and crises

  • Anticipate what needs to be done and do it
  • Make forward plans and be adaptable to changing circumstances
  • Be capable of new thinking and be creative in developing effective solutions

2. Self confidence – The need to show high levels of confidence in ones own ability to complete a task and select effective approaches to solutions

  • Work confidently within agreed parameters
  • Take and stand by decisions
  • Deal confidently with difficult situations and setbacks
  • Present oneself with assurance

3. Leadership – The ability to take a role as leader inspiring or guiding a team or group of people

  • Manage a group or team of people
  • Keep people informed about developments
  • Guide the performance of others in the team

4. Customer Service – A desire to help or serve customers, involves focusing one’s efforts on discovering and meeting customer needs

  • Be helpful in dealing with customers
  • Offer appropriate advice
  • Anticipate customer needs and work to meet them

5. Decision Making & judgement – The ability to make informed decisions or judgements about situations or issues where a course of action is required

  • Assemble the facts and outline course of action
  • Weigh up pros and cons and make recommendations, consult and seek advice when there is no precedent

6. Communication – The ability to communicate with others in a manner that conveys the key message and is appropriate to the audience

  • Be able and willing to communicate
  • Present factual information effectively, both orally and in written form
  • Have good writing skills
  • Be effective in oral communication
  • Be a persuasive communicator

7. Team working – The ability to work well and cooperate with others, to be part of a team

  • Be a good team player, work well with others
  • Encourage and support others
  • Seek to resolve team tensions

8. Concern for clarity and work quality - Ability to reduce uncertainty by monitoring & checking work or information & insisting on clarity of roles and functions

  • Be clear about what is expected and ask for help when unsure
  • Set standards for others
  • Challenge existing standards
  • Check the work of others
  • Be accurate and organised

Please send CVS to: recruitment@portobelloinstitute.ie


Dublin 1

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