Admissions Officer

2 weeks ago

St Leonards, East Sussex, United Kingdom Claremont School Full time

Admissions Officer

Location:
Claremont School Prep School site, St Leonards On Sea, UK

Line Officer:
Head of Admissions

Role context


The Admissions Officer is of central importance to the recruitment of Preparatory School students, and in maintaining and meeting target numbers.

Under the direction of the Head of Admissions, the role of the Admissions Officer is to lead student enrolment functions, advise on maximizing engagement with all stakeholders, and to deliver exceptional customer service.

This role is crucial to the sustained growth of the Prep school and of Boarding, promoting Claremont as the school of choice in the local area, and delivering the Amazing Learning message that is at the centre of all that we do.


The Admissions Officer reports directly to the Head of Admissions and works closely with the Principal, Heads of School, Director of Boarding and Head of Marketing to ensure maximum recruitment and retention of students.

The post holder will be expected to build a close working relationship with prospective parents, agents, teaching, administrative and other support staff in order to fully engage and involve the whole school community in the promotion of the Schools.

The post holder will be a true ambassador of the School providing a highly focused customer-service approach.

The role will involve a high level of personal interaction with all stakeholders to ensure that the values and educational objectives of the School are fully understood and meet with expectations.


Key Responsibilities

1. Admissions, supporting proactive recruitment activities and achieve student recruitment targets

  • Be responsible for the effective management of the whole admissions process for domestic and international students at the Prep School.
  • Manage all enquiries from the Hubspot CMS database and subsequently track all steps of the admissions procedure.
  • In dealing with enquiries from prospective families, respond quickly and with intelligent information relating to students' specific needs, and ensuring warm, friendly, organised and efficient customer journey at all times.
  • Arrange visits and interviews, including tours or online meetings, ensuring that staff are fully aware of expectations and organisation.
  • Respond quickly to any enquiries received from agents who may enquiry on behalf of a particular family.
  • Ensure that all children wishing to be enrolled have either been assessed with an appropriate academic test or have been interviewed and met by the Head or a qualified member of the academic staff. (This may include a meeting with the Head of Learning Support for children with any learning difficulties).
  • Arrange ́Taster Day ́ experiences and ensure that all staff involved are fully informed with good notice given.
  • Liaise with the Head of Pre-Prep and Nursery to arrange transition events for parents and new starters.
  • Ensure that appropriate administration is completed for all new pupils joining, including signatures of parents on Acceptance Forms, Terms and Conditions, Medical Forms and other permissions slips as required by the School, as well as any CAS, student visa, flights, etc. for international students, and that they are accurately recorded on the MIS system.
  • Provide a comprehensive ́Joining Pack ́ for each new family prior to their child starting at the School. (To include academic results, summer reading preparation work, information on summer school etc).
  • Liaise with the School Office on changes to current pupil numbers whole school roll and individual classes, and ensure the Heads of School and Director of Boarding are kept informed of all leavers and joiners.
  • Provide realtime forecasting numbers for registered and prospective students to assist the Head of Admissions with the completion of regular KPI reports by tracking information and keeping records up to date at all times.
  • Liaise closely with teaching staff in order to monitor any movement with current pupils and to work with the Headteacher of the Prep in arranging personal meetings with families in order to help with retention of nonnatural leavers if required.
  • Ensure that the Headteacher of the Prep is kept informed of all leavers and joiners.
  • Liaise with the School Office on changes to current pupil numbers whole school roll and individual classes.
  • Once the assessments are complete, to feedback the results to prospective parents and keep accurate records of those accepting, or not.

2. Engagement through brand awareness and external partnerships

  • Work closely with Head of Admissions and the Head of Marketing to best share Amazing Learning successes and progress with parents and the wider community to influence new leads retention.
  • Assist with the organisation of Open Events and any corporate events involving local businesses with which the School is associated for pupil recruitment or retention purposes.
  • Work with the Head of Admissions to organise Familiarisa

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