Admissions and Office Assistant

1 month ago


Oxford, United Kingdom Wychwood School Full time

**The Role**

The role of Admissions and Office Assistant requires strong administrative and organisational skills. The prime aim of the role is to support the Admissions department and School Office.

Wychwood is a day and boarding school for pupils aged 11-18 set in the heart of Oxford. The pupils achieve academic excellence through creativity of thought and leave school with the wisdom and courage to find their place and space in the world. Wychwood focuses on innovation, collaboration, creativity and leadership to deliver added value to all its pupils. The pupils have every opportunity for success across academics, music, the arts, drama, sports and beyond. The highly dedicated staff empower all pupils to discover their passion and skills while providing first class education as well as university and careers advice to enable them to map out their future.

The role requires excellent organisational skills, flexibility, attention to detail, and a co-operative and supportive attitude to colleagues. They are also required to have good communication skills and the ability to constantly reprioritise requirements. They should be highly computer literate, especially in MS Word, Excel, Powerpoint, Calendar with experience of databases and be able to use a photocopier and scanner.

They should be able to work independently and have a pleasant but confident manner. The position of Admissions and Office Assistant will be paid at a salary commensurate with experience and qualifications.

**Responsible to**: The Head of Marketing and Admissions

**Personal Qualities required**:
The Admissions and Office Assistant will be expected to:

- have excellent organisational, interpersonal, and communication skills
- have excellent customer service skills
- be efficient and methodical
- have a good work ethic
- have excellent attention to detail
- be proactive
- excellent problem solving skills and proactively find solutions
- be versatile and willing to help wherever required
- be a good team player
- to build strong relationships with prospective and existing parents and with all other internal stakeholders in the school
- have excellent written communication skills
- have a good work ethic - be reliable, punctual and hard-working
- have or be prepared to take appropriate qualifications related to this post or attend training relevant to the post
- be respectful of and to acknowledge the Christian ethos and heritage of the school
- be committed to the academic and pastoral ethos of the school and to all areas of school life
- have an enjoyment in working with children
- understand or come to understand the requirements and pressures of the independent education sector
- be committed to upholding all Health and Safety regulations in force, safeguarding the welfare of children and demonstrate a commitment to equality and diversity

**Professional Responsibilities**:

- Admissions:
Enquiries
- Provide support in all aspects of the admissions department
- Send out school literature to enquirers in a timely manner
- Input and maintain the new pupil enquiries and admissions records on the school database and approve/merge/reject these within portals in ISAMs

Prospective pupils process:

- Encourage prospective families to visit the school - either at an Open Morning, Open Evening or on an individual school tour
- Liaise with the Head of Marketing and Admissions to book school tours either for them or the Assistant to undertake and confirm all details of date, time and requirements to parents
- Liaise with the Head’s PA regarding appointments with prospective pupils and their parents and enter details into their calendar
- Greet visitors, offer & make refreshments
- Liaise with the Head of Marketing and Admissions to arrange entrance assessments at a mutually convenient time
- Liaise with parents or agent regarding assessment dates and schedules
- Liaise with teachers to agree which entrance assessments the pupil should sit given their circumstances
- Forewarn staff when papers will be available for marking
- Invigilate ad hoc entrance exams (both in person and remotely on TEAMS) Manage the administration and filing of admissions paperwork (this involves both hard copy, soft copy in staff share and uploading to ISAMs)
- Assist in nurturing current parent relations and ensure the parent journey and parental touch points are as good as they could be

Offer process:

- Draft offer letters for approval - include comments from teachers and specific offer details
- Ensure all offer letters are signed by the Head
- Collate all required information for the admissions process (eg school reports and school references) and correspond with other schools to gather pupil information including safeguarding information, as required
- Ensure all new joiner information is received, inputted and required documentation sought and saved on the system (M&A folder as well as uploaded to ISAMs) for each pupil including a new pupil checklist and when



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