PA to the Head of the Junior School and Admissions Assistant

PA to the Head of the Junior School

• Act as first line contact for the Head of the Junior School, using discretion and tact to ensure callers and visitors receive a professional response, and are dealt with by the appropriate person.
• Maintain positive, discreet and diplomatic communication between the Head of the Junior School and all relevant parties both internal and external to the school.
• Be a ‘gatekeeper’ to staff, parents and children; ensuring that requests for the Head of the Junior School’s time and attention are managed successfully.
• Manage the Head of the Junior School’s inbox, diary, correspondence and travel arrangements, taking responsibility to create and recommend any efficiency to that end.
• Co-ordinate the Head of the Junior School’s school activities and, with mutual agreement, any personal activities.
• Provide a full range of secretarial and administrative support to the Head of the Junior School.

Correspond on behalf of the Head of the Junior School in agreed areas and provide final sign-off for letters sent out by the Head of the Junior School.

• Liaise with members of the academic and support staff as appropriate.
• Support the Head of the Junior School in the management of School Council.
• Attend and contribute towards daily team briefings.
• Facilitate liaison between the Head of the Junior School and our Grange School Parents’ Association (GSPA).
• Support the Head of the Junior School to share, celebrate and recognise important staff occasions and events e.g. significant birthdays, weddings etc. Arrange staff collections and purchase cards/gifts/flowers as needed.
• Provide a point of contact between the Head of the Junior School, parents and other parties, in relation to any complaints or serious disciplinary matters.
• Provide cover in office reception, if needed.
• Compile weekly Junior School newsletter and distribute to staff and parents.
• Assist in recruitment of new staff through organising interview schedules and logistical arrangements, liaising with candidates and completing ID checks on arrival.
• Ensure new staff complete their induction and support them, if needed.
• Minute meetings involving the Head of the Junior School.
• Provide support with the planning, organisation and running of events such as Open Day, Prizegiving, school performances/concerts and parent meetings.

Admissions Assistant

Pupil Recruitment

Support the Admissions Registrar in the recruitment of pupils, from initial enquiry to enrolment, of all pupils joining The Grange Junior School.

1. Initial Enquiries

• Provide excellent level of customer service to all enquiries from families:
• Respond promptly to all new enquiries regarding prospective pupils
• Arrange tours for the Admissions Registrar for families, including coordinating with The Senior School, where needed
• Invite children to events that are relevant to them
• Provide timely follow-up and maintain a close relationship with families to support a healthy conversion rate
• Ensure information from initial enquiries, event bookings and applications is accurately entered onto the iSams database.

2. Events

Work with the Head of the Junior School, Marketing Development Manager and Admissions Registrar to organise and develop marketing and pupil recruitment activities. These currently include; Stay & Play, Pre-School Activity Mornings, Open Days (Senior and Junior) and Experience Days.

3. Academic Assessments

Reception

Work closely with the Admissions Registrar, Deputy Head (Pastoral) and Head of Key Stage 1 to coordinate the Reception pupil entrance assessments.

Work closely with the Admissions Registrar and Deputy Head (Pastoral) to collate and communicate to families the results of the Reception pupil entrance assessments. Due to the level of academic knowledge required for the conversations, the Deputy Head, Pastoral communicates with families where we are not offering a place or the situation is not straight-forward.

In-Year Admissions

Work closely with the Admissions Registrar and Deputy Head (Academic) to coordinate assessments for children wanting to join The Junior School at times other than the Reception assessments.

Work closely with the Head of the Junior School and Deputy Head (Academic) to communicate to families the results of pupil entrance assessments. Due to the level of academic knowledge required for the conversations, the Head of the Junior School and Deputy Head (Academic) communicate with families where we are not offering a place or the situation is not straight-forward.

4. Pupil Enrolment

• Allocate children to Houses in line with existing familial associations.
• Ensure joining packs are complete and information is correctly entered onto the system.
• Inform key staff of new starters e.g catering, nurses, IT, library so they can prepare for the arrival of the new children.
• Enrol children into the school (meet children on arrival in liaison with staff) and support a smooth transition.
• Seek references and request safeguarding information at appropriate time.

Marketing and Events

Work with Admissions Registrar and Marketing Development Manager (and other relevant staff) to organise and coordinate events for target groups as needed.

Additional Administrative Processes and Responsibilities to Support Admissions

• Work with Admissions Registrar to improve admissions processes recognising the importance of personal contact with existing and prospective parents.
• Maintain records of families giving notice to leave school.
• Work to support the Head of the Junior School to formulate replies
• Coordinate with the Bursary and Data Manager to ensure transition information is accurate
• Update pupil roll information and pupil projections accordingly

Keep admissions procedures, documentation and communications under review to ensure that they are meeting objectives and make recommendations for change.