Admissions Assistant (Living and eligible to work in The Netherlands)

The Admissions Assistant will help prospective families by guiding them through the admissions process from initial inquiry to enrolment. This role involves managing inquiries, assisting the parents through the application stage, coordinating school tours, and maintaining accurate records in the admissions systems. The Admissions Assistant liaises with various departments to ensure a smooth transition for new students and supports the Admissions Panel by preparing documentation and reports. Key responsibilities include delivering exceptional customer service, upholding school policies, and contributing to student recruitment initiatives to meet enrolment targets. This position is integral to enhancing the school’s reputation and ensuring a professional and welcoming admissions.

Values: Contribute to our Culture of Care through our School's Values.

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Duties & responsibilities:  

First Point of Contact 

• Assist Registrar as the secondary and ongoing point of contact for prospective families from inquiry through to enrolment. 
• Conduct tours when the Registrar is unavailable. 
• Provide information and advice about admission procedures, curriculum, fee structures, and other school details. 
• Respond to all inquiries—via telephone, email, social media, and in person—promptly and courteously, ensuring follow-up is completed in a timely manner. 

School Tours and Visits 

• Organise and conduct school tours and visits for prospective families when directed by the Registrar. 
• Maintain exceptional customer care standards, ensuring a welcoming and professional experience. 
• Familiarise yourself with prospective parents and students by name before assessments or meetings. 

Admissions Process 

• Process student applications, verify documentation, and obtain references as required. 
• Maintain and update admissions systems (e.g., Open/Apply, ISAMS, Excel) with accurate information and ensure all checklist items are completed before enrolment. 
• Arrange assessments, compile complete files for the Admissions Panel, and keep stakeholders (e.g., Heads of School and Phase Leaders) updated. 
• Communicate admissions decisions to parents promptly and coordinate with Finance to ensure all payments (administration fee, deposit, admission fee) are received before final enrolment. 

Liaison and Communication 

• Collaborate with staff across departments, including the Senior Leadership Team, teaching staff, administrative teams, and external stakeholders, to ensure smooth transitions for new families. 
• Share relevant information about students with the Academic Team, Finance, Receptionist, Catering Team, and School Nurse. 
• Ensure withdrawal procedures are followed. 

Record-Keeping and Reporting 

• Create and maintain student files, ensuring accurate records for all admissions and current students. 
• Update ISAMs and other records as needed. 
• Assist in preparing and presenting weekly enrolment reports for the Principal/CEO, Head Office, and Finance. 

Customer Service and Compliance 

• Uphold school policies, procedures, and codes of conduct at all times. 
• Deliver exceptional customer service to prospective families and maintain positive relationships with all stakeholders. 
• Participate in ongoing training and development to align with best practices in admissions. 

Additional Responsibilities 

• Attend staff meetings. 
• Undertake other duties as requested by the Registrar, such as networking events. 
• Contribute to initiatives that drive student recruitment and enrolment to meet targets. 

Requirements:  

Personal Attributes 

• Interpersonal Skills: Warm, approachable, and an effective communicator who builds positive relationships. 
• Customer Service Orientation: Friendly, professional, patient, and committed to exceptional care. 
• Organisational Skills: Highly detail-oriented, proactive, and capable of managing multiple tasks efficiently. 
• Professionalism: Maintains confidentiality, integrity, and represents the school positively. 
• Team Player: Collaborative, flexible, and supportive of colleagues across departments. 
• Problem-Solving Ability: Quick thinker, resourceful, and innovative in resolving challenges. 
• Cultural Awareness: Sensitive and adaptable to diverse backgrounds and needs. 
• Technological Proficiency: Skilled in using admissions systems and maintaining accurate digital records. 
• Goal-Driven Enthusiasm: Motivated to meet targets and passionate about promoting the school’s values. 

Experience and Qualifications:  

• Bachelor's degree 
• At least 3 years of experience directly related to the duties and responsibilities specified. 
• Knowledge of IB requirements.