6th Form Admissions Officer
Reports to: Registrar
Responsible to: Bursar & COO
Contract: Permanent, full time and all year round
Salary: Up to £30,000 per annum. Salaries are reviewed annually by the School with increases effective from 1st September.
Contracted hours: Core hours of work are 7.5 per day, Monday to Friday, (with an unpaid lunch break) resulting in a total of 37.5 worked hours each week. There is a requirement to work on three or four Saturday mornings during each term. The post holder will also be required to work up to two Sunday’s per year and occasional evenings, for which time off in lieu will be given. A flexible attitude is required regarding hours of work, to meet the demands of the position.
1. Role Purpose
A highly organised individual is required to support both the Registrar and Deputy Registrar in managing the 16+ and 14+ entry admissions process from enquiry to enrolment of pupils, in addition to organising and managing termly experience and familiarisation events.
2. Role Dimensions and Scope for Impact
The Admissions Department is the first point of contact for all families looking for their children to join the School and as a result the role is customer-focused, fast-paced, busy all year round and no two days are the same. There is a need to get involved in a wide variety of tasks. The department processes initial enquiries from prospective parents and pupils, organises events to market and promote the School, manages the entire admissions process for all new pupils and is responsible for accurate record keeping and the provision of data. It is managed by the Registrar who is currently supported by a team of six.
3. Principal Accountabilities
Admissions for Year 12 (16+) and Year 10 (14+) Entry
- Administer all aspects of admissions and enrolment relating to applications for Year 12 (Lower Sixth) and Year 10 (14+) entry including maintaining accurate data on all enquiries and registrations.
- Act as a main point of contact for all enquiries from initial enquiry through to enrolment ensuring clear lines of communication and correspondence throughout.
- Draft offer letters and maintain accurate records of acceptances, rejections and waiting lists.
- Attend events held during the evenings and sometimes at weekends to help promote the School to prospective families.
Entrance Examinations and Scholarships
- Manage arrangements for Year 12 & Year 10 entrance examinations, including liaison with relevant internal staff to set and mark tests.
- Arrange for reports and references from current schools.
- Liaise with the Registrar, Deputy Registrar and Bursary on scholarship and bursary applications for Year 12 entrants.
- Produce information on scholarships awarded.
- Produce all resultant offer letters.
Agents
- Develop excellent working relationships with Agents to ensure they have a comprehensive understanding of the School’s offering in order to present the best candidates for possible entry.
Open Mornings
- Arrange, participate in and represent the School at Open Days held on Saturdays during term time ensuring venues are organised, catering is ordered, logistics support is in place, visitor badges and literature are prepared and, on the day, meeting prospective parents and offering information about admission to the School.
Administrative Duties
- Coordinating administrative aspects of the Registrar’s office, including the day-to-day office management. This will include preparing standard letters, photocopying, filing, preparing and maintaining mailing lists and archiving.
- Manage the general ‘Sixth Form’ email account to ensure that messages are answered or distributed to colleagues for a timely reply.
- Dealing with queries by telephone, email and post from a variety of sources, including parents, prospective parents, agents and staff.
- When required, making travel arrangements, both UK and international for the Registrar and Deputy Registrar.
- Providing assistance to colleagues and assisting in all aspects of the smooth running of the Registrar’s Office.
- Any other duties as requested by the Registrar or, in their absence, by the Deputy Registrar.
Database Management and Analysis
- Maintain admissions data using the iSams database (training will be given) ensuring the integrity of information by ensuring day to day input of information.
- Analysis of admissions data.
Other Duties
- Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be specifically identified. You may be therefore required to undertake other tasks and duties that commensurate with the grade and nature of the role and/or in the reasonable discretion of the School.
- This job specification is current at the date shown. It will be reviewed from time by the Bursar to ensure that it remains current and the School reserves the right to make reasonable changes.
4. Key Performance Measures (KPIs)
- Achievement of recruitment targets
- Improvement in conversation rates from enquiry to accepted offer
- Admission entries are processed in a timely manner
- Experience & Familiarisation Events are well organised and managed
- Entrance examinations are well organised and efficient
- Positive feedback is received from prospective pupils and parents
- Excellent relationships are maintained and developed with Agents and Staff
Knowledge, Skills, Experience and Personal Attributes
Qualifications
Educated to A-level standard or equivalent – Essential
Educated to degree level standard or equivalent – Desirable
Certificate in AMCIS Admissions Management or equivalent training course – Desirable
Knowledge and understanding
Knowledge and understanding of the aims and ethos of the independent schools’ sector – Desirable
An understanding of data protection and knowledge of the provisions and requirements of General Data Protection Regulation (GDPR) – Desirable
Skills
An outstanding communicator with excellent spoken and written English and the ability to write correspondence to prospective parents – Essential
Excellent telephone manner and ability to deal with callers and visitors in a calm and courteous way – Essential
IT literacy including an excellent knowledge of working with databases and proficiency in MS Office particularly Excel and Word (including using mail merge) – Essential
Numerate with a high level of accuracy and an eye for detail and a systematic approach to problem solving – Essential
A flexible approach to work and a willingness to carry out a variety of tasks and to get involved in all aspects of school life – Essential
Experience Previous experience in a senior administrative role with excellent organisational skills and the ability to multi-task – Essential
Experience of the admissions process in an independent school – Desirable
Experience of iSAMs – Desirable
Experience of successfully organising customer facing events – Desirable
Personal attributes
Ability to work well as part of a team but also to use initiative and work autonomously when required – Essential
Excellent people skills, including enthusiasm, a welcoming and engaging manner and the ability to relate well to people of all ages and on all levels with sensitivity, tact and diplomacy -Essential
A high level of personal integrity and the ability to be discrete and to maintain confidentiality – Essential
Commitment to equity, diversity and inclusion and understanding how this applies to the role – Essential
Commitment to safeguarding children and young people – Essential
Commitment to continuous professional development – Essential
Willingness to commit to the School’s aims and values – Essential
Job Type: Full-time
Salary: Up to £30,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Schedule:
- Monday to Friday
Education:
- A-Level or equivalent (required)
Experience:
- Administrative: 2 years (required)
Ability to Commute:
- Oxford, OX2 7NN (required)
Work Location: In person
Source – Admissions Officer Jobs | Indeed.com
