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Admissions and Database Officer

4 months ago

Oxford, United Kingdom St Edward's School, Oxford Full time

Role Purpose


While professional experience and qualifications are key for this role, make sure to check you have the preferable soft skills before applying if required.

A highly organised individual, with excellent IT skills, is required to manage the 13+ entry admissions process from enquiry to enrolment of pupils, in addition to taking responsibility for the management of the schools Admissions database and arrangement of prospective pupil entrance assessments and interviews.

Role Dimensions and Scope for Impact

The Admissions Department is the first point of contact for all families looking for their children to join the School and as a result the role is customer-focused, fast-paced, busy all year round and no two days are the same. There is a need to get involved in a wide variety of tasks.

The department processes initial enquiries from prospective parents and pupils, organises events to market and promote the School, manages the entire admissions process for all new pupils and is responsible for accurate record keeping and the provision of data. It is managed by the Registrar who is currently supported by a team of seven.

Principal Accountabilities

Admissions for Year 9 (13+) Entry

Administer all aspects of admissions and enrolment relating to applications for Year 9 (Shell) entry including maintaining accurate data on all enquiries and registrations.

Act as a main point of contact for all enquiries from initial enquiry through to enrolment ensuring clear lines of communication and correspondence throughout.

Draft offer letters and maintain accurate records of acceptances, rejections and waiting lists.

Develop and maintain relationships with feeder schools.

Database Management and Analysis

Create and maintain admissions data using the iSAMS database (training will be given) ensuring the integrity of information by ensuring day to day input of information.

Liaise with the School’s Data Manager to record joiners and leavers.

Analysis of admissions data, producing trend reports and other documents as requested by the Registrar.

Maintain a database of feeder schools.

Attend internal meetings reviewing the iSAMS database.

Joining Papers (JPs)

Liaise with Heads of Departments to refresh and update the content of the electronic JPs for new pupils.

Send the new Joiners list to IT for the creation of personalised login details.

Create the covering email templates for 13+, 14+ and 16+ joiners.

Send out the JP’s to prospective parents, with personalised log in details.

Track and Chase completion of JPs.

Act as a main point of contact for all parental enquiries.

ISEB Common Pre-Test

Liaise with relevant Prep school staff to confirm pupils sitting the ISEB test for St Edward’s.

Liaise with and support prospective parents with the formal registration of their children on the ISEB parent portal.

Send guidance notes and access codes to parents collate the results for presentation to the Warden, Deputy Head Academic and Registrar.

GL CAT4 Assessments

Liaise with prospective parents to confirm pupils sitting the CAT4 tests for St Edward’s.

Register the pupils and send guidance notes and access codes to parents

Collate the results for presentation to the Warden, Deputy Head Academic and Registrar.

Entrance Examinations and Scholarships

Manage arrangements for Year 9 entrance examinations, including liaison with relevant internal staff to set and mark tests.

Arrange for reports and references from current schools.

Liaise with the Registrar and Bursary on scholarship and bursary applications for Shell entrants.

Produce information on scholarships awarded.

Produce all resultant offer letters.

Open Mornings

Assist with, participate in and represent the School at Open Days held on Saturdays during term time ensuring venues are organised, catering is ordered, logistics support is in place, visitor badges and literature are prepared and, on the day, meeting prospective parents and offering information about admission to the School.

Events and Activity Days for Prospective Pupils

Assist with the organisation and management of termly prospective pupil activity days to showcase the School and its various departments.

Assist with the organisation and management of new pupil familiarisation events.

Attend senior school events held during the evenings and sometimes at weekends to help promote the School to prospective families.

Administrative Duties

Manage the general ‘Registry’ email account to ensure that messages are answered or distributed to colleagues for a timely reply; and

Provide support to colleagues and assist in the smooth running of the Registrar’s Office