Admissions Systems Support Specialist - Admissions Department

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Admissions Systems Support Specialist – Full Time, Permanent

About the Role

As an Admissions Systems Support Specialist with Portobello Institute, your role is central to ensuring the smooth, accurate, and compliant processing of student applications. You will support prospective students who have begun their application journey by guiding them through documentation, system requirements, process steps, and any technical guidance they need to progress to enrolment.

A significant part of this role involves managing and maintaining the digital systems that underpin the admissions process, ensuring data accuracy, workflow consistency, and timely progression of applicants across multiple platforms.

You will report to the Admissions Manager and work closely with Career Path Consultants, Course Tutors, Student Administrators, and university partners to ensure the right person is enrolled on the right course.

This is a role for someone with proven experience in the Irish Higher Education sector, admissions systems, CRM management, and digital workflow oversight, who enjoys helping students navigate processes with clarity, empathy, and precision.

What You Will Do

Systems Management & Data Accuracy

• Manage admissions workflows across Classter and HubSpot with high accuracy and consistency.
• Monitor application progress within both systems and ensure all required steps are completed.
• Maintain, update, and audit student records, ensuring data is accurate, complete, and compliant with institutional and university partner standards.
• Identify system errors, data inconsistencies, or workflow issues and resolve them quickly.
• Generate system‑based reports to give visibility on applicant progression, application volumes, and pipeline status.
• Support the optimisation of admissions workflows by flagging recurring system issues or process gaps.

Applicant Support & Process Guidance

• Communicate with applicants by email, phone, and virtual meetings to guide them through each stage of the application process.
• Provide clear instructions regarding documentation, programme requirements, deadlines, and system steps.
• Coordinate reassurance requests with academic teams and current students where required.
• Ensure applicants receive the right information at the right time, enabling timely course enrolment.

Cross‑Team Coordination

Work closely with:

• Career Path Consultants – to ensure a smooth handover from enquiry to application.
• Tutors and academic staff – to provide tailored reassurance and programme insight to applicants.
• Student Administration – ensuring completed applications transition seamlessly to enrolment and onboarding.
• University partners – ensuring documentation meets required standards.

Reporting, Analysis & Forecasting

• Produce accurate forecasts of likely enrolments based on system data and applicant engagement trends.
• Report on application progression, bottlenecks, data risks, and system‑level issues.
• Use evidence‑based insights to support admissions targets and reduce misaligned applications.

The Person

You are someone who enjoys combining system‑based work with meaningful applicant support. You have strong technical capability, high attention to detail, and confidence navigating multiple digital platforms.

You will thrive in this role if you:

• Have a strong background in CRM management, admissions systems, and digital workflow coordination.
• Are comfortable navigating complex systems and resolving technical issues independently.
• Communicate clearly, honestly, and with empathy.
• Take pride in maintaining accurate data and dependable processes.
• Ask thoughtful questions and enjoy helping students make informed decisions.
• Stay organised during periods of high application volume.
• Can balance relationship‑building with accurate, structured, system‑led work.
• Believe in education and want to help students take purposeful steps towards their goals.

About Portobello Institute

Portobello Institute is a small Institute with big ambitions. Our mission is to make education accessible, personalised, and meaningful. We pride ourselves on knowing every student — and each team member — by name and by ambition.

Our culture is collaborative, agile, people‑centred, and ambitious. We believe the impossible is possible. If you want to contribute to a student‑focused admissions process built on integrity, clarity, and strong systems, you will thrive here.

Required Experience

· Minimum 2–3 years hands-on experience using Classter and HubSpot in an admissions, CRM‑heavy, or high‑volume administrative environment (essential).

· Experience in Irish Higher Education is essential — including familiarity with university‑partner requirements, sector‑specific admissions processes, and compliance‑linked data standards.

· 3+ years’ experience in a complex, fast‑paced administrative or office environment.

· Proven experience managing digital workflows, CRM updates, and data accuracy.

· QQI Level 6 or higher qualification preferred.

· Previous experience supporting admissions, registrations, or programme management duties in Ireland is advantageous.

· Fluency in English (spoken and written) is essential, as the role requires daily communication with applicants, academic staff, university partners and the accurate management of English‑language admissions systems and documentation.

Equal Opportunities

Portobello Institute is an equal opportunities employer. We welcome applications from all suitably qualified candidates and are committed to creating an inclusive, values driven and respectful workplace experience.

Job Types: Full-time, Permanent

Pay: Up to €38,000.00 per year

Benefits:

• Company events

Application question(s):

• How many years of Classter experience do you have?
• How many years of HubSpot experience do you have?
• Please provide at least 3 examples of system based tasks you have managed in previous roles end to end

Work authorisation:

• Ireland (required)

Work Location: Hybrid remote in Dublin, County Dublin