Registry Administrative Assistant

3 months ago

Oxford, United Kingdom ST EDWARD'S SCHOOL OXFORD Full time

**Registry Administrative Assistant**:
**Reports to**:Registrar

**Responsible to**: Bursar & COO

**Contract**:Permanent, full time and all year round

**Salary**: Up to £26,000 per annum. Salaries are reviewed annually by the School with increases effective from 1st September.

**Contracted hours**: Core hours of work are 7.5 per day, Monday to Friday, (with an unpaid lunch break) resulting in a total of 37.5 worked hours each week. There is a requirement to work on three or four Saturday mornings during each term. The post holder will also be required to work up to two Sunday’s per year and occasional evenings, for which time off in lieu will be given. A flexible attitude is required regarding hours of work, to meet the demands of the position.

**1. Role Purpose**

**2. 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 and busy all-year round. 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 six.

**3. Principal Accountabilities**

**Administrative Duties**
- Coordinating administrative aspects of the Registrar’s office, including management of the Registrar’s diary and day-to-day office management. This will include preparing standard letters, photocopying, filing, preparing and maintaining mailing lists and archiving.
- When required, making travel arrangements, both UK and international for the Registrar and Deputy Registrar.
- Providing assistance to colleagues and assisting in all aspects of the smooth running of the Registrar's Office.
- Any other duties as requested by the Registrar or, in her absence, by the Deputy Registrar.

**Admissions for Year 9 (Shell)**
- To act as a point of contact for all enquiries from initial enquiry through to enrolment ensuring clear lines of communication and correspondence throughout.
- To assist with the drafting of offer letters and the maintenance of accurate records of acceptances, rejections and waiting lists.

**Open Events**
- Assisting with the organisation of School Open Days and Midi Open Mornings, including three or four which are held on Saturdays during term time. This will involve greeting parents and offering information about admission to the School.

**Entrance Examinations and Scholarships**
- To assist with the organisation and successful management of arrangements for Shell (Year 9) entrance tests, examinations and interviews, including liaising with relevant internal staff to set and mark tests.
- To arrange for reports and references from current schools.
- To assist with the production of resultant offer letters.

**Database Management and Analysis**
- To maintain admissions data using the iSAMs database (training will be given) ensuring the integrity of information by ensuring day to day input of information.
- To analyse the admissions data using MS Excel.
- To maintain and update a database of feeder schools.

**Other Duties**
- Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be specifically identified. You may be therefore required to undertake other tasks and duties that commensurate with the grade and nature of the role and/or in the reasonable discretion of the School.
- This job specification is current at the date shown. It will be reviewed from time by the Registrar to ensure that it remains current and the School reserves the right to make reasonable changes.

**4. Key Performance Measures**
- Admission entries are processed in a timely manner
- Entrance examinations are well organised and efficient
- Positive feedback is received from colleagues, prospective pupils and parents

**5. Knowledge, Skills, Experience and Personal Attributes**

**Qualifications**

Holder of minimum of 5 GCSEs or equivalent - Essential

Educated to degree level - Desirable

**Knowledge and understanding**

An understanding of data protection and knowledge of the provisions and requirements of General Data Protection Regulation (GDPR) - Desirable

**Skills**

An excellent communicator with good spoken and written English and the ability to draft correspondence - Essential

IT literacy including an excellent knowledge of working with databases and proficiency in MS Office particularly Excel and Word (including using mail merge) - Essential

Numerate and with a high level of accuracy and an eye for detail - Essential

**Experience**

Previous experience in an administrative role with excellent organisational skills and the ability to multi-task - Essential

Previous experience of working in a similar role within a school and/or knowl

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