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Admissions Assistant

5 months ago

London, United Kingdom Westminster School Full time

Job Introduction
The Admissions Office plays a vital role within the school. For the majority of prospective parents, it is their first point of contact with Westminster Under School. The post holder will work closely with the Registrar to provide a professional approach to all enquirers, applicants and their families. The main purpose of the role is to assist in the smooth running of the entry and admissions process for pupils to the School.

This is a busy and varied role involving daily communication with colleagues, prospective families and staff from other schools. The post holder needs to: work well under pressure; to have excellent organisational skills; to have both excellent written and spoken English; to demonstrate good use of initiative and to have the ability to multi
- task and prioritise. They will assist at Open Days and other such events, so some evening and weekend working will be required.

The post holder reports to the Registrar of Westminster Under School.

Main Responsibilities
The Admissions Assistant will be responsible for the supporting the Registrar with the School’s admissions processes. The post holder will deputise for the Registrar in their absence.

**Enquiries**

Support the Registrar with:

- Ensuring the Registration Database is kept up to date
- Answering Registration queries from prospective parents
- Updating, publishing and distributing of prospectuses
- Communicating with prospective parents re. Open mornings, Entrance Exam dates etc. and fostering good relations between the School and interested families
- Liaising with the Marketing and Communications Team regarding marketing of the school; both soft and electronic

Coordinate a half-termly newsletter for families who have registered an interest in the School

**Visits**
- Support the organisation of, and attend, Open Mornings/Evenings and Assessment days
- Arrange individual/small group tours, where appropriate
- Greet families when they visit
- Follow up all visits by appropriate methods of communication.

**Applications**
- Maintain proactive and timely communication with families throughout the admissions process
- Request reports from prospective boys' current schools
- Collate entrance exam results for 4+, 7+, 8+ and 11+ exams, in collaboration with the IT Department
- Liaise with Bursar regarding bursary requests and send relevant paperwork to applicants
- Send out paperwork to new boys and collect medical records etc.
- Create files for new boys as required
- Liaise with Financial Secretary regarding payments made for registration
- Liaise with Westminster School regarding use of electronic systems admissions
- Liaise with Westminster School in relation to testing and admissions - 11+ call back

**Generic Accountabilities**

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. The duties outlined above are not intended as a restrictive list and may be extended or altered to include other tasks that are commensurate with the role as directed by the Registrar or Master.

**Safeguarding Children**

In accordance with the school’s commitment to adhere to the Department for Education’s Keeping Children Safe in Education and all other relevant guidance and legislation in respect of safeguarding children, the Admissions Assistant will be required to demonstrate your commitment to promoting and safeguarding the welfare of children and young people in the school.

**Confidentiality**

During the course of employment the Admissions Assistant will have access to information of a confidential nature. Under no circumstances may this information be divulged or passed on to any unauthorised person or organisation.

**Data Protection**

During the course of employment, the Admissions Assistant will have access to data and personal information that must be processed in accordance with the terms and conditions of the Data Protection Act 2018 and properly applied to pupil, staff and school business/information.

**Hours of Work**:
Working hours will be 40 hours per week; 8.30am to 5.30pm Monday to Friday with 1 hour for lunch. This is a term-time position with additional hours to be worked during the school holidays (as outlined below). In addition, the Admissions Assistant will be required to work up to 8 Saturdays per year to facilitate Open Days and Exams.

**Holidays**:
All of the School's main holidays, with the exception of the following days:

- 10 days in August prior to the start of the new academic year (Play term)
- 3 days during the October half term
- 4 days in December at the end of the Play term
- 4 days in January prior to the start of the Lent term
- 1 day in February half term
- 3 days at the end of Lent term
- 3 days before start of Election term
- 1 day in the May half term
- 10 days in July at end of the Election term (end of the academic year)

Please refer to the attached person specification for fur