Registrar

Purpose

Reporting to the Head of Marketing Admissions and Business Development, the Admissions Registrar is responsible for running the processes that relate to all aspects of the admission of pupils to the School. This is from assisting parents with their initial enquiry, through to when their child joins the School. The Admissions Registrar will provide a personalised and professional service to prospective parents and others who are enquiring about admission to Stoke College and will work closely with the Head of Marketing on proactively developing a pipeline of prospective students as well as following up on all ongoing enquiries.

Key Responsibilities

·     Act as the first point of contact for external queries and provide detailed advice on entry requirements, procedures and other general enquiries concerning the School admissions to all interested parties by telephone, email and letter.  

·     Frequently update and liaise with the Principal, and Academic staff to follow up on enquiries to ensure a personalised service and that questions are answered promptly.

·     Provide information about the school and its mission to everybody who enquires, either by phone, email or face-to-face. 

·     Log all enquiries on the School’s CRM system (Open apply).

·     Gather comprehensive information about each contact with a family in order that the admissions database can be kept up to date throughout the entire process and a personalised follow up service can be given.

·     Maintain effective tracking of new enquiries/applicants through each stage of the admission process: enquiry, pre-application, application, decision (fee payment).

·     Record any enquiries coming from external events, Open Days or marketing trips and proactively follow up on database contacts.

·     Ensure accurate entry and maintenance of future pupil database records.

·     Produce regular reports and analysis on Admissions data against targets for the Principal and SLT as required (e.g. attrition, conversion and retention rates.)

·     Process registrations and deposits, including any refunds for all entrants and work with Finance to ensure processes are completed correctly.

·     Respond to requests for information in a timely manner. This involves liaising with the Marketing department, collating of materials and dispatching the completed packs.

·     Maintain the CRM system, electronic and paper-based records as required.

·     Maintain the CAS/UKVI records, referencing and other required documentation.

·     Coordinate the guardian checks and other regulatory requirements for international boarders.

·     Maintain agency agreements, referencing and other due diligence requirements

·     Prepare and manage keep in touch e mails to prospective families, agents and alumni groups in conjunction with marketing.  

·     Manage and assist in the planning and arranging Open, taster, outreach and discovery events, including organising catering, academic staff attendance and student participation.

·     Run the administration of entrance tests and interviews, and Scholarship assessments working closely with the Academic staff and Principal, including liaising with parents, supporting students on the assessment days.

·     Prepare and distribute admissions and some marketing materials including (but not limited to) induction packs, joining packs, event invitations and subject choices. This includes collating of forms and replies and chasing missing information.

·     Ensure a seamless transition for new joiners from taster days, pre joining information to their first day, working closely with the academic staff. This includes uniform and equipment requirements, bus arrangements, IT set up, lockers and welcome packs.

Other Responsibilities

·     Make a positive contribution to the wider life and ethos of the school including supporting the College.

·     To have professional regard for the ethos, policies and practices of Stoke College and maintain high standards in your own attendance and professional standards

·     Be an excellent role model for compliance with policies and procedures relating to Child Protection and Safeguarding and attend Safeguarding training as required.