Bloxham School

Admissions Officer Job Description

Main Duties and Responsibilities:

The Admissions Office is part of the school’s Communications and Development Team and has a critical role to play in the attracting new students to Bloxham.

Often a prospective parent’s first point of contact with the school, the Admissions Officer plays an important part in shaping their early impression of the school. Therefore, good communication skills and the ability to understand and respond to parents’ needs, in a timely fashion, is essential.

While the day to day focus of the Admissions Officer is on supporting the Admissions process, there are occasions when they are required to assist in events and activities focused towards prospective families (e.g. Open Days, Outreach events etc).

The Admissions Office is heavily weighted towards administration and strong IT skills and attention to detail are key.

The Admissions Officers support the Admissions Registrar in the day to day running of the administrative processes in the following ways:

· Deal with telephone enquiries, email enquiries and website enquiries in line with agreed Admissions process.

· Sending out prospectuses on the day of the enquiry and then following up.

· Booking visits for English and overseas pupils. Liaising with HSM, SMT and Head of Learning Support.

· Follow up prospectuses via email and telephone in line with agreed Admissions process.

· Maintain iSAMS using agreed protocols and ensure all prospective pupils details are entered fully into the system.

· Administration of cheques, Registration Forms, Acceptance Forms and Scholarship Forms.

· All correspondence with regard to prospective parents including visit cards, pre-visit letters, registration acknowledgement letters, Acceptance Form acknowledgement letters and joining information. Also, Offer Letters when required.

· Keep numbers board up to date in conjunction with managing the database on iSAMS.

· Assist in the management of waiting lists, Educational Psychologist Reports, bursary applications, specimen papers and Day House numbers.

· Create data reports as required.

· Filing, photocopying and mail shots as appropriate.

· Up to date stock of prospectuses, stationery and office supplies.

· Assist in the organisation of Scholarship assessment days, 11+ entrance exam days, 13+ interview days, 13+ entrance exam days, pre-tests and 16+ interview days including the administration of A/B forms.

· Send out Open Event flyers when required.

· Help prepare for and attend all Open Events as required.

· Keep parking signs up to date for visiting parents.

· All refreshments for Admissions Office visitors.

· Liaising with Catering to order visitors’ refreshments or book tour lunches.

· Liaising with Catering when required for events.

· Help obtain reports from feeder schools when required.

· Obtain regular Bursary updates regarding incoming Registration/Acceptance Fees.

· Prepare new pupil’s files, send out new pupils joining information and help with new pupil induction.

· Assist the Registrars with prospective overseas pupils - organising visits, sending exam papers, online tests.

· Dispatching internal and external mail at the end of each working day.

· Assist colleagues in Admissions, Marketing and Senior Management when required with administration and external events.

· Assist with Common Entrance exams when required.

· Assist with exam invigilation as required.

· Oversee stock levels of promotional literature (prospectuses, flyers etc) and alert the marketing team when more supplies are required.

· Oversea stock levels of office stationery

Shared Tasks with the other Admissions Officer:

·  Switchboard

·  Pupil’s stars and certificates

·  Photocopying for Common Room

·  Adult Peer Listener

·  Letterheads for staff kept updated

·  HM’s achievement certificates for every subject for each year