Admissions Assistant

**JOB DESCRIPTION**

**Bede’s is committed to safeguarding and promoting the welfare of children and young people, and expects all staff and volunteers to share this commitment.**

**Job Title: Admissions Assistant & School Secretary**

**Reports to**:Prep Registar and Deputy Head, Pastoral

**Department**:Prep, Pre-Prep and Nursery

**Relationships**:
The post holder will report to the Prep Registrar, with reporting lines into the Head of Nursery.

**Main duties and responsibilities**:
**General School Administration (Nursery and Pre-Prep)**
- Promote the vision and aims of the school.
- Make a positive contribution to the effective functioning of the school, playing an important role within the wider team.
- All secretarial and administration support required by the Senior Leadership Team, Pre-Prep Head of Year and Head of

Nursery.
- Play a key role in front of house duties, including welcoming visitors to the School, following the Trust’s visitor protocols, being first in line to answer any incoming external telephone calls and dealing with incoming deliveries for the School.
- Supporting the effective and timely completion of registers including fire drills, as well as pupils leaving early and at the end of the school day.
- Supporting the Office Admin Team with school photo day.
- Liaising with other departments and teachers within the school and across the Trust to ensure effective communication and the sharing of information.
- Maintaining accurate records and files using the school’s systems such as iSams, G-Suite etc.
- Logging calls on the Estates Planet Helpdesk to ensure health and safety issues are dealt with promptly.
- To work with, and as part of the office team, to ensure that the Prep School is compliant at all times and is able to provide essential information when requested.
- Working flexibly at all times to ensure the smooth running of the Holywell site.
- Undertake other ad hoc duties appropriate to the role as reasonably requested by the Prep School Head or SLT.

**General Admissions Support (Nursery, Pre-Prep and Prep Schools)**

St Bede’s School Trust Sussex (registered in England with liability by guarantee No. 1386499) Registered Office: Bede’s, Upper Dicker, East Sussex, BN27 3QH Registered Charity No. 278950
- Log all registrations for Open Mornings on isams and keep the open day spreadsheet up to date.
- Lead of the acknowledgement and confirmation communications with parents who have registered for the Open

Morning.
- Support the Prep and Nursery Registrar with the planning and running of admissions related events including open mornings, transition events and scholarship days (for example by confirming timings with teaching staff, producing pupil registers, drafting tour guide notes and arranging Salto access).
- Support with the drafting and administration of offer letters and other admissions correspondence.
- Ensuring that isams is updated to reflect the very latest picture in regards to the status of prospective and accepted pupils.
- Support with the maintenance of pupil records generally within the Nursery and Prep School.
- Monitoring and auditing stock levels for marketing materials and liaising with colleagues in the Marketing department to ensure that re-prints are done in a timely manner.
- Ensuring that information packs are in place in preparation for prospective family visits.
- Take ownership for the maintenance of the KinderSoft Nursery Management System.

**Classlist Communications Support**
- Have oversight of the parental communications and guidelines pertaining to Classlist.
- Take ownership of the process by which parents sign up to Classlist.
- Make contact with parents who do not complete the necessary documentation and attempt to sign up without filling in the google form.
- Ensure lists of which families have access to Classlist are kept up to date.
- Monitor all activity on the school page and remove/speak to staff or parents when any issues arise.
- Support families who are struggling to log on or need other support.
- Remove families when they leave the school.
- Liaise with the Data Compliance and Development Manager regarding any GDPR issues.
- Ensure all staff are aware of pupils who do not have photo permissions in place and liaise with colleagues in the

Marketing department to ensure this knowledge is effectively shared.
- Provide staff induction and ongoing training and support where needed.
- Support with the taking of photos of activities within the Nursery or Prep School, which may be needed for Classlist communications or other marketing purposes.

St Bede’s School Trust Sussex (registered in England with liability by guarantee No. 1386499) Registered Office: Bede’s, Upper Dicker, East Sussex, BN27 3QH Registered Charity No. 278950

**Person Specification**

**Bede’s is committed to safeguarding and promoting the welfare of children and young people, and expects all staff and volunteers to share this commitment.**

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