Visa Processing Assistant

University of Glasgow

Job Purpose  

A number of Student Visa holders at the University of Glasgow are required to collect a biometric residence permit (BRP), an identification card issued by the Home Office which confirms the details of their visa permission. The University is authorised by the Home Office to receive, store and distribute these to students. The post-holders will be responsible for supporting this process in compliance with Home Office regulations, performing data entry functions, updating student records and filing on a large scale, handling around 6000 BRPs.

The post-holders will also be required to assist new students with enquiries regarding collection of their BRP and occasionally contact the Home Office to manage any issues or errors. There will also be a requirement to assist students person by reviewing, scanning and/or uploading immigration documents they present, updating their registration status in the University’s record system, MyCampus and issuing their BRP and Campus Card.

Full training will be provided and no prior knowledge or experience of the UK immigration system is required. We are seeking individuals who can undertake large volumes of data entry with keen attention to detail.

Due to Home Office regulations on handling biometric residence permits, only UK and Irish nationals or those with indefinite leave to remain or pre-settled/settled status in the UK are eligible for this post. Successful applicants must undergo a Home Office security check before commencing the post.

Main Duties and Responsibilities  

1. Processing and filing biometric residence permits (BRPs) received from the Home Office, updating student records, notifying students their BRP is ready to collect and issuing the BRPs to students, all in compliance with Home Office regulations.

2. Updating student records in MyCampus with passport/visa data and contact information such as phone number, UK address and personal email.

3. Liaising with the Home Office regarding BRP errors and corrections, and responding to Home Office requests for information on BRPs held/issued.

4. Responding to student enquiries regarding registration and BRP collection in the UofG Helpdesk.

5. Greeting students on entry to Visa Registration, general queue management and triage of enquiries to ensure that all students are dealt with appropriately.

6.Carrying out any other duties in support of the registration process that may be reasonably requested by supervisory staff.

Knowledge, Qualifications, Skills and Experience  



A1 Scottish Credit & Qualification Framework level 4 in English & Mathematics or equivalent, or experience of working in a similar role


B1 Knowledge/awareness of the UK immigration system



C1 Ability to undertake a large volume of administrative work quickly and accurately, with a low error rate

C2 Ability to deal with enquiries and communicate clearly and concisely through email

C3 Ability to handle sensitive documentation carefully and confidentially, in compliance with the General Data Protection Regulation (GDPR)

C4 Ability to use Excel, Outlook (emails) and Microsoft Office software effectively



E1 Experience of working as part of a team

E2 Experience of data entry


F1 Experience of working in a university or other educational environment

F2 Experience of using MyCampus

F3 Experience of using the UofG Helpdesk (Ivanti)

Terms and Conditions

Salary will be Grade 3, £21,400 – £22,197 per annum

This post is full time (35 hours per week) and fixed term for up to 8 weeks after the start date. Working pattern is expected to be full-time Monday to Friday for the 8 weeks but may consider part time hours / flexible days also.

The University would consider a secondment opportunity for this post. University of Glasgow applicants should seek clearance for release for secondment from their line manager before making a formal application.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension – pensions handbook, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community

We endorse the principles of Athena Swan and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website for more information.

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