Admissions Assistant

ADMISSIONS ASSISTANT

Job Description

LINE MANAGER: Admissions Registrar

Terms and Conditions

This is a part-time position.

Tuesday – Friday 8am – 2pm

Term time only but to cover annual leave for the Registrar 25 days during the holidays - 9am – 2pm per day and to work the last week during the summer holidays – four days from 8am – 2pm

Salary up to £14.08 per hour dependent on experience

To include some evenings and Saturdays to cover:

Open Mornings: 2 x 5 hours (approximating that it would be between 8am and 1pm)

• Discovery Mornings: 2 x 5 hours (approximating that it would be between 8am and 1pm)

Sixth Form Open Evening: 3 hours (approximating 5.30-8.30pm)

January Assessment Morning: 5 hours (approximating that it would be between 8am and 1pm)

Sixth Form Scholarship Interview Evenings x 3 – 3pm – 6.30pm

Events – To accompany the Registrar at Career Fairs including preparation

There would be the requirement to be flexible and swap hours to cover any morning or afternoon events – School fairs or the Year 5 Insight into the Senior School, for example.

The Admissions team is part of the Marketing and Admissions department; the role will require the postholder to support the Admissions Registrar and Marketing Team running events, as and when required as a team member.

Specific Qualities Required

A courteous and welcoming manner under all circumstances.

The ability to build strong and effective relationships with both colleagues and prospective parents.

Excellent communication skills.

Enjoyment of teamwork.

Experience and enjoyment of database management (iSAMS training will be provided).

A high standard of working knowledge of Excel, Word and Outlook to include diary management.

A high degree of accuracy with attention to detail.

A flexible approach with a willingness to adapt to the changing demands of school life, and to the challenges and changes of the recruitment market.

Ability to work with sensitive and confidential data with discretion.

Administration	To support the Registrar in liaison with prospective parents at allstages of the admissions process.To answer telephone calls and emails from prospectiveparents in a friendly and confident manner.To be able to meet prospective parents in person and greetthem in a friendly and confident manner.To be able to meet prospective students from Pre-Prepthrough to Sixth Form with a warm and friendly manner.To take tours with prospective parents and students, asrequired.To build rapport with enquirers, learning as much as possibleabout their daughter's strength and interests to inform thelater stages of the admissions process.To help prepare standard and personalised letters to be sentto prospective families at various points in the admissions journey, including offer letters informing parents of theresults of all entrance examinations and scholarshipsassessments.To provide data to teaching staff regarding new joiners asdirected by the Registrar.To assist in chasing up existing enquiries.
	To assist in the organisation, administration and delivery of theannual Awards and Scholarship process.
	To put together prospectus packs and welcome packs for issue toprospective/new pupils.
	To report school pupil leavers and joiners to Devon County Council asrequired.
	To maintain and update the immigration (Sponsored Student)spreadsheet and records for overseas students on a regular basis(sponsored student training will be issued). To book transport andcreate itineraries for international student holiday transport. Logtravel on database. Visa report and monitoring - chase anyoutstanding share codes
	Assisting with the provision of the joining instruction packs for newpupils.
Database Management	To enter enquiries on to the Admissions database. Manage records,to ensure that all correspondence and documentation is correctlyreceived, acknowledged and filed, and that the database is keptconstantly up-to-date. This includes registration forms, confidentialinformation, reference requests, school reports etc.
	To annually update all new joiner forms, international registrationform, scholarship application forms alongside the Registrar. Trainingwill be given.
	To input data from families registering for any Open Events andensure records are complete for future contact.
	To compile regular reports from the Admissions Database to monitorthe ongoing trends, statistics and admission numbers.
Events	To compile template letters and mailings throughout the year forOpen Events and other admissions activities such as Awards &Scholarship days and Assessment Mornings.
	To assist the Registrar to ensure families who have registered for anOpen Event are corresponded with in a timely manner, that theadmissions database is updated as required and families are followedup post attendance.
	To support the Registrar in the administration of prospective parentvisits, individual Taster Days and assessments.
	To assist with the administration and facilitation of all recruitmentrelated events including Taster Days, Discovery Mornings, OpenMorning/Evenings, Sixth Form interviews and Moving Up Days.
	To attend Open Mornings, Discovery Mornings, the Sixth Form OpenEvening, Assessment Days and any other Admissions events, asrequired.
	To assist the Registrar with organising any international trips andattendance at School Careers Fairs.
	To undertake any other reasonable duties as required.
General	To support the Registrar as required and directed.
	Team player with the ability to multi task in an ever-changingenvironment.
	To ensure that a positive impression of the School is alwayspromoted, delivering an efficient, professional and warm admissionsservice to parents, students, feeder schools and the wider public, andto provide a smooth and successful admissions process.