Admissions and Office Assistant

Job Description

Nature of the Post:  

We are seeking to appoint an exceptional Admissions & Office Assistant to support the admissions process at Wychwood School and support the busy School Office. Reporting to the Admissions Manager, the role of Admissions and Office Assistant requires strong administrative and organisational skills.

Responsible to: 

Admissions Manager

Remuneration: 

£25,000 - £28,000 dependent on experience 

The Admissions and Office Assistant will be responsible for: 

Admissions

Enquiries 

•Provide support in all aspects of the admissions department

•Send out school literature to enquirers in a timely manner

•Respond to email, website and telephone enquiries in a timely manner

•Check telephone voicemail messages at least once a day and respond accordingly

•Input and maintain the new pupil enquiries and admissions records on the school database and approve/merge/reject these within portals in ISAMs

Prospective pupils process

•Encourage prospective families to visit the school – either at an Open Morning, Open Evening or on an individual school tour

•Liaise with the Admissions Manager to book school tours (either for them or the Assistant to undertake) and confirm all details of date, time and requirements to parents 

•Book appointments with prospective pupils and their parents into the HEad's calendar 

•Greet visitors, offer & make refreshments 

•Liaise with the Admissions Manager to arrange entrance assessments at a mutually convenient time 

•Liaise with parents or agent regarding assessment dates and schedules

•Liaise with teachers to agree which entrance assessments the pupil should sit given their circumstances

•Forewarn staff when papers will be available for marking or manage the online Password EAL assessments

•Invigilate ad hoc entrance exams (both in person and remotely on TEAMS) Manage the administration and filing of admissions paperwork (this involves both hard copy, soft copy in staff share and uploading to ISAMs)

•Assist in nurturing current parent relations and ensure the parent journey and parental touch points are as good as they could be

•Maintain accurate records of student application status and ensure that the admissions status code within ISAMs is always up to date

Offer process

•Draft offer letters for approval – include specific offer details

•Ensure all offer letters are approved by the Head

•Collate all required information for the admissions process (eg school reports and school references) and correspond with other schools to gather pupil information including safeguarding information, as required 

•Ensure all new joiner information is received, inputted and required documentation sought and saved on the system (staff share as well as uploaded to ISAMs) for each pupil and when required shared with the relevant member of staff (eg medical) 

•Create hard copy files for each new pupil and file these in the filing cupboard in archive once completed

•Generate the new pupils’ personal profiles (at the start of each new academic year as well as ad hoc throughout each term as and when new pupils join during the course of the year)

•Communicate with staff about any new joiners 

General Admissions Administrative Support 

•Keep an ongoing accurate record of all enquirers in ISAMs which can be utilised at any stage for marketing of school events

•Assist with the organisation of school events, including but not limited to, open mornings/evenings, taster days, entrance and scholarship exams, feeder school events induction days, and Wychwood Association events. This involves helping with the set up for the events and clearing away at the end and being responsible for producing any required literature, registration sheets and name labels (producing, printing and collating)

•Attend Open Mornings on Saturday mornings and Open Evenings during the week (3-4 times/year) 

•Process all scholarship applications and assist in the organisation of scholarship interviews and assessments

•Update the admissions and scholarships information on the school website and ensure the accuracy of the information

•Generate and update all entrance and scholarship assessment deadlines

•Monitor the admissions sections of the websites of other schools

•Undertake competitor analysis on fees, scholarships, bursaries and discounts offered by other schools

•Maintain a record of potential and actual feeder schools including all contact details and liaise with schools regarding Open and outreach events 

•Maintain adequate levels of appropriate literature 

•Ensure any ‘How to Guides’ are updated and saved on file on an ongoing basis

•Assist in updating directory listings for the school both on and offline, identifying new directories as appropriate

Office Duties

•Assist in the printing of any collateral for any school events

•Be responsible for pupil registration (AM and PM) in whatever capacity is required 

•Assist with general office duties (phone calls, take messages, (voice, e-mail etc.) and ensure prompt communication with the appropriate person

•Take incoming telephone calls from parents, suppliers and others and redirect to the appropriate department or member of staff

•Collate, check and distribute lists of attendees for school events in a timely manner to facilitate subsequent organisation 

•Organise department post and deliveries 

•Type and send e-mails, documents and letters to parents and others contacts subject to approval

•Other internal administrative duties as required 

Staff Handbook

•To follow the directions contained in the Staff Handbook, which change from time to time

•Adhere to school policies

Person Specification

The Admissions and Office Assistant will: 

•have excellent organisational, interpersonal, and communication skills

•have excellent customer service skills and excellent written communication skills

•have excellent attention to detail

•be efficient, methodical and proactive

•have excellent problem solving skills and proactively find solutions 

•be versatile and willing to help wherever required

•have or be prepared to take appropriate qualifications related to this post or attend training relevant to the post 

To Apply:

Please visit Work with Us - Wychwood School to download an application form.

For more information or to discuss the role, please email the Director of Operations: d.radnor@wychwoodschool.org

It is the duty of independent schools and in particular boarding schools to promote and safeguard the welfare of children in their care. Wychwood School is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers, the Disclosure and Barring Service (DBS), and online and open social media checks. The school follows the DfE statutory guidance given in the latest version of Keeping Children Safe in Education.