1. law, govt and politics
2. immigration

Role Description
Position Title:
Visa Officer
Position Location:
Victoria International
The Visa Officer must work in the best interests of the University including its community of students
and staff.
The Visa Officer must also assist the University to meet its mission, and strive to behave in a manner
that reinforces the University’s values.
Our Vision, Our Mission and Purpose and Our Values
Our Vision:
Victoria University of Wellington will be a world-leading capital city university and one of the great
global-civic universities.
Our Mission and Purpose:
Victoria University of Wellington’s mission is to undertake excellent research, teaching and public
engagement in the service of local, natiional, regional and global communities.
Our Values:
Victoria University of Wellington’s core ethical values are respect, responsbilibity, fairness, integrity and
empathy. These values are manifested in our commitment to civic engagement, sustainability,
inclusivity, equity, diversity and openess. We prize intellectual rigiour and independence, academic
freedom, critical enquiry and excellence.
Purpose of the Organisational Unit
The role of the Victoria International is to develop, manage, coordinate and provide integrated and high
quality international student recruitment services. It provides proactive and targeted marketing,
promotion, recruitment and conversion activities to meet the University’s recruitment targets for
international students. It also provides delivery of integrated customer focused admission services and
pastoral care services.
Role Purpose and Scope
The role of Visa Officer is to lead and administer the Immigration New Zealand Students Online
Project (student visa application process) at the University and coordinate all aspects of the
University’s obligations in relation to the contract with Immigration New Zealand.
Efficient and accurate administration of the visa application process is a critical feature for the
recruitment and retention of international students to the University. The Visa Officer must ensure the
University complies with immigration policy, as well as effectively and efficiently working with students
and processing their visa applications.
The Visa Officer will provide quality information, liaison, and advocacy for international students while
maintaining compliance with immigration and university policy at all times. This includes the provision
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of specialist information and liaison with Immigration New Zealand on behalf of other University staff
and students. A high level of integrity, and clear communication is required at all times.
Key Result Areas
Leadership
 Work effectively with Victoria International staff, Faculties, Student Academic Services to support the
provision of information and liaison related to immigration policy and student individual cases.
 Where there is a pastoral care concern for a student who is applying for their student visa notify the
Team Leader, International Student Support about this student for follow-up in a timely manner.
 Keep the Services and Admissions Manager informed about student cases and outline the process
to resolve the situation whereby the student is enrolled without a valid visa i.e. become unlawful.
 Identify to the Services and Admissions Manager any areas of risk to the University in relation to
immigration policy and compliance.
 Work collaboratively with the Services and Admissions Manager, to meet the strategic objectives for
the Students Online Project, and proactively identify issues with immigration student visa policy that
negatively impact on the international student body.
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Liaise with Immigration New Zealand to ensure provision of accurate information is provided to
students and university staff at all times.
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Ensure the University complies with the Immigration New Zealand requirements for Students Online
and ensure that the University meets or exceeds all its obligations relating to visas from the Code
of Practice of the Pastoral Care of International Students. This includes reporting issues and the
appropriate dissemination of information to prospective students.
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Keep informed and up-to-date with immigration policy and instructions, and subsequent changes
to these.
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Oversee visa receipting process at VI Reception and ensure all application fees are received and
receipts are processed in a timely manner.
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Oversee the collection of visa labels process at VI Reception and ensure staff are trained to
complete this process correctly.
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Train other relevant VI staff on a bi-annual basis on visa application and policy principles to ensure
back-up options are available within the VI Services team.
Administration
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Ensure Victoria International web content related to student visas is kept up-to-date at all times.
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Monitor and update written procedures, systems and resources to support electronic processing by
the University for the Students Online Project. This includes maintaining an up-to-date desk file,
up-to-date application form, information sheet and electronic systems that support the visa work,
as well as managing the relationship with New Zealand Immigration and keeping accurate financial
records.
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Proactively monitor all international student enrolments on a weekly basis throughout the year to
ensure enrolled students have the correct visa and proactively follow-up with those who have a visa
due to expire or already expired.
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Accurately process all electronic visas for international students at the University. This includes
accurately uploading student information to the University database system, encrypting files,
manually creating application files, sending them to Immigration and correctly inserting visa labels
in student passports.
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Ensure students are provided with correct information from Immigration New Zealand about their
individual circumstances and/or immigration policy at all times.
Ensure timely reporting of “Termination of Enrolment” to Immigration New Zealand.
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Provide timely and accurate information on immigration policy and requirements to students and
university staff and how this relates to the university context.
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Proactively and sensitively case manage individual student situations and liaise effectively with
other parts of Victoria International and the university to ensure excellent customer service and
communication is delivered at all times.
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Inform international students of the requirements and procedures for visa renewal with Immigration
New Zealand in an accurate and timely manner;
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Oversee and administer the Post Study Work Visa programme for completing students.
Health and Safety
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Each year complete the University’s e-learning module Health & Safety at Victoria, including the
assessment;
Be able to demonstrate actions in an emergency situation that are specific to the workplace and
are designed to keep individual safe.
Undertake other duties and projects as required by the Manager.
Challenges
The Visa Officer has to quickly become familiar with the expectations of the role. While part of a wider
team, this position is of a specialist nature and needs to be self-motivating and have the ability to work
autonomously at times. The Visa Officer must also carefully balance the different facets of the role
including ensuring an open door policy during ‘student office hours’ on a daily basis.
The role will require an understanding of the big picture from time to time to ensure that this role and
the Visa area contribute to the University’s strategic direction. This may involve identifying the risks,
opportunities, strengths and weaknesses of the area of work.
Another key challenge will be to develop ongoing positive relationships with international students,
Immigration New Zealand, and within Victoria International and the wider university to ensure that their
time at Victoria is a positive experience. This is achieved by being understanding and supportive of
their concerns and demands and at the same time ensuring alignment with immigration policy. The
complexity is in conflict resolution which upholds the students’ positive perspective on the University.
Striking a balance between meeting the needs of students and ensuring compliance with immigration
and university policy can be a challenging part of this role. A further challenge is maintaining a high
level of resilience when faced with these situations.
The establishment of strong networks internally with key Victoria units and externally with Immigration
New Zealand is a must for the Visa Officer.
The nature of the role is such that timeframes are at times tight and deadlines must be met. There are
often competing work demands that mean prioritising and problem solving are key skills in this role.
This role has a heavy workload in February/ March and July/August when additional hours will be
required to meet the deadlines and ensure a high level of customer service is maintained.
Key Relationships
The Visa Officer reports to the Manager, Student Services and Admissions.
The Visa Officer will develop and maintain excellent relationships with current international students,
Victoria International staff, Immigration New Zealand, Faculty staff, Enrolments and Fees.
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Key Competencies
CORE COMPETENCIES
CUSTOMER FOCUS
Individuals who display this
competency understand and
believe in the importance of
customer service. They listen to
and understand the needs of
internal and external customers.
They meet and exceed
customer needs to ensure
satisfaction
SELF M ANAGEMENT
Individuals who display this
competency effectively plan and
organise their work to achieve
desired outcomes. They are
proactive, remain focused, take
action to overcome obstacles
and follow through to
completion
INTEGRITY
Individuals who display this
competency are open, honest
and consistent in behaviour and
can be relied upon. They
generate confidence in others
through their professional and
ethical behaviour
INNOVATION
Individuals who display this
competency question the way
things are done, learn from past
mistakes and generate new and
creative ideas to improve the
status quo
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Deals effectively with clients by displaying a professional, courteous, and empathetic
approach
Demonstrates the importance of customer service by giving customer needs top
priority
Proactively manages the customer relationship, ensuring customers are kept up-todate
Thinks about issues from the customers perspective, understanding their area of work
and their needs
Continuously looks for better ways to meet or exceed customer expectations
Considers multicultural issues when delivering and developing student services
Sets and meets challenging personal goals and targets
Identifies, allocates and manages time and resources required to achieve outcomes
Prioritises and actions tasks based on urgency and importance, modifying and
reprioritising if the situation changes or if the initial approach doesn’t achieve the
desired results
Successfully adapts to changing demands and conditions
Remains calm and is able to continue with the primary task and work effectively when
faced with heightened levels of pressure/stress
Sets and maintains high professional standards
Deals with others in a respectful and fair way
Demonstrates openness and honesty when dealing with issues, day to day tasks and
people
Displays a positive attitude towards and is receptive to multicultural issues
Applies consistent standards that are fair and objective to all situations
Proactively assesses own work patterns in order to improve efficiency and
effectiveness
Takes the initiative and originates action required to improve the status quo
Looks to make improvements and is willing to challenge “that’s the way it’s always
been done” mentality
Generates new and creative ideas – is not afraid to think ‘outside of the box’
ROLE SPECIFIC COMPETENCIES
TEAMWORK
Individuals who display this
competency show a genuine
intention to work co-operatively
with others in a team setting in
order to achieve results and
team goals
ANALYSIS AND JUDGEMENT
Individuals who display this
competency are able to identify
and analyse issues and
problems, consider alternatives,
make sound decisions and
commit to a course of action
RELATIONSHIP BUILDING
Individuals who display this
competency are concerned with
building and maintaining positive
working relationships and
networks useful to achieving the
organisations objectives
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Contributes to and supports team activities
Demonstrates respect towards all other team members
Supports team values and decisions, and models expected behaviours
Accepts share of workload, to help others and the team
Shares ideas/information, resources, and experience with team members
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Weighs all relevant pros and cons, and considers both the long-term and short-term
impacts of alternatives
Makes timely decisions consistent with the vision and values of VUW, even if they do
not personally agree with them
Makes and supports recommendations or decisions with soundly reasoned
arguments
Takes ownership of decisions and ensures their implementation
Follows up on decisions to ensure they have been effective
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Builds and sustains appropriate positive and productive working relationships
Demonstrates credibility with stakeholders
Demonstrates an acceptance of and sensitivity towards different people and cultures
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- 5COMMUNICATION
Individuals who display this
competency effectively
communicate with a wide range
of people in all situations, both
orally and in writing
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Checks for mutual understanding
Demonstrates effective listening skills
Adjusts communication style to suit the needs of the audience
Presents ideas in a logical sequence
Demonstrates understanding of cultural differences in regard to communication
Uses non-discriminatory language
Education, Experience and Knowledge required
Qualification:
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A completed tertiary qualification
Essential:
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Proven ability to manage difficult customers and challenging situations
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Proven ability to maintain discretion and confidentiality
Demonstrated ability to respond proactively to a variety of situations and to an ethnically diverse
range of people in a culturally sensitive way
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Exhibited strength in attention to detail
High level office computer skills (e.g. email, communications and web-based searches) and high
level experience in producing high quality documents and reports using word-processing, spreadsheets
Excellent proficiency in English language communication skills (oral, written, listening, crosscultural)
Proven experience of more than 3 years in a customer focused role
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Ability to remain calm under pressure and maintain a good sense of humour
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Ability to communicate in an effective and courteous manner
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Proven experience to handle a high volume workload
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An ‘orderly approach’ to continue to maintain current practices and introduce new ones as needed
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Excellent analytical and problem solving skills
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Demonstrated abilities in effective teamwork, able to take responsibility and to show initiative
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Desirable:
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Knowledge of immigration policy
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Knowledge of current university, tertiary or public sector environment
Experience in working with international students
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Knowledge of the Code of Practice for Pastoral Care of International Students
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A second language
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Experience in a multi-disciplinary team
Special Role Requirements
The Visa Officer will be able to work flexible hours as required and be able to work additional hours
outside of normal office hours during peak times of the year – February/March and July/August. The
Visa Officer will maintain discretion and confidentiality at all times.
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Delegations
Nil
Performance Criteria
An individual Development Plan will be developed that reflects the contribution this position is expected
to make towards achieving the team’s objectives and measures. The Development Plan will contain
objectives that are consistent with the Key Result Areas in this Role Description.
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EMPLOYMENT CONDITIONS SCHEDULE: CAs/GTCs
POSITION TITLE:
Visa Officer, Victoria International
In the event that you are successful in your application for the position, for the first 30 days of your
employment you will be covered by an Individual Employment Agreement, the terms of which are
contained in the General Staff Collective Agreement (CA). After the 30-day period, if you choose not
to join a union that is a party to the CA, you will become a party to the General Terms and Conditions
for (GTC). The GTC is consistent with the CA except it has no reference to any union.
The table below describes the core employment conditions for the position you are applying for.
Core Employment
Conditions
Collective Agreement
(CA)/General Terms and
Conditions (GTC)
Tenure
Permanent 37.5 hours per week
Appointment salary range
Scale 3, Range 3
$57,066 - $69,027
Initial appointment is dependent on skills and experience
Allowances
As per the CA
Standard holiday provisions
4 weeks annual leave
University Holidays
5 days as per the CA