Vacancy No.0084

Job Description

Job Title / Admission and Transition Officer & PA to Assistant Principal Key Stage 2/3
Postholder
Location / King Edward VI Community College
Responsible to / Assistant Principal - Key Stage 2/3
Grade / D
Hours / 37 hours per week, 40 weeks per year (term time)
General hours 8.30-4.30pm x 4 days
8.30-4.00 x 1 day
Monday – Friday
However, postholder will be required to work flexibly to meet the needs for the role including occasional evening and weekend working
(30 minute unpaid lunch break)
Effective date of JD / June 2013

Job Purpose including main duties and responsibilities:

The main purpose of the job is to provide full administrative support to the Assistant Principal Key Stage 2/3 to manage and develop the College transition and recruitment work. This includes secretarial support, organising recruitment and transition events and working closely with feeder primary schools as well as managing the formal admissions process from initial enquiry through all stages to admission. The postholder is required towork flexibly to meet the needs for the role including occasional evening and weekend working

Main duties and responsibilities – Admissions and Transition

Enquiries:

  1. To respond to all enquiries [telephone, email and in person] providing advice where necessary to prospective students, parents and to feeder schools
  2. To gather data on all enquirers and input this data accurately into SIMS and other College systems
  3. To ensure all enquirers are sent relevant marketing materials and information promptly after making an enquiry
  4. To ensure the College prospectus is up to date and accurate and is always available in reception and in the Principal’s waiting area as well as available on the College website
  5. To ensure the College admission pack is engaging,informative, comprehensive and up to date and made available promptly to all enquirers
  6. To liaise regularly with the Devon Admissions Officer [currently Stuart Pears] and keep up to date on likely admissions numbers
  7. To organise and chaperone College tours for students and parents
  8. To monitor and keep up to date the transition area on the College website and all information likely to be of interest to parents of feeder primary school pupils.

Registrations:

  1. Ensure relevant Head of Year is aware of any new student and provide timetable for new student
  2. To ensure the Finance Manager is notified of all new students registered
  3. To process Admission forms promptly as they are received. This includes inputting details onto SIMS, processing options forms where applicable, PE order forms, AUP forms and creating a prospective student file and notifying both Head of Year and Finance Manager.
  4. Inform the Finance Office of new student entries to ensure access to Wisepay
  5. Requesting references from the child’s current school and ensuring the information is received before the child joins the College
  6. If a child registers with the school outside of the normal admissions cycle the Admission and Transition Officer will arrange their interview and tour
  7. To keepcomprehensive and up to date admissions statisticsand distribute these to the Principal and Vice Principal [Support & Development] on a weekly/monthly basis and regularly to the Business and Development Manager and Data Officer
  8. To keep prospective student files up to date

SIMS and other college IT systems:

  1. Ensuring student information is accurate and up to date by issuing data review sheets within an agreed annual cycle and recording updated information accurately onto SIMS and other college IT systems as needed

Marketing:

  1. Update and order banners and leaflets to promote Open days etc
  2. Distribute a range of publicity materials to feeder primary schools prior to the event
  3. Produce Open Day/Induction Day programmes as and when required
  4. Assist in creating and updating all relevant materials for transition and recruitment
  5. To work directly with external designers and printers in order to produce a range of marketing materials
  6. To liaise with local media to place advertising materials

Recruitment/ Transition/ Events:

  1. To facilitate the delivery of the entire transition programme, including designing marketing materials, direct liaison with a range of primary partners and organising transport as needed to bring primary children into KEVICC on a regular basis and enabling our student ambassadors to visit partner primaries.
  2. Attending and organising all practical aspects of a wide range of transition events including , but not limited to, Open Mornings and Open Evenings
  3. To support the Assistant principal key Stage 2/3 in the development of cross phase working (key Stage 2/3) linking with a range of partners within the South West Teaching Schools Alliance and the Totnes Learning Community and identifying appropriate training packages which will support enhanced partnership working cross phase.
  4. Liaise with Team Leaders re their submissions in the College prospectus, booklets and other marketing or information materials
  5. The preparation and distribution of posters, booklets, prospectus and information leaflets and brochures, including liaison with external printers and designers as needed.
  6. Ensure all Year 5 students/parents in the Totnes Learning Community are invited to a range of relevant events at the College
  7. Ensure signage for open evenings and other events is up to date and correctly displayed in good time for events
  8. Organise and manage the college Activity Pass programme and liaise with relevant staff/ primary schools.Organise and manage a range of primary roadshow events in line with the Transition and Recruitment Policy and where necessary arrange suitable transport and venues.
  9. Assist in the organisation of transition and recruitment events including the Summer School programme and its associated marketing. This to be in conjunction with the Community Arts Officer.
  10. Assist in the delivery and organisation of the KEVICC Transition and Recruitment strategy including acting as the main point of communication for the collation of material from the Senior Leadership Team
  11. Organise and be part of an evaluation groupto review the annual transition programme and collate evaluation material (eg questionnaires) in order to inform future strategic development and programme improvements.
  12. To manage and organise the application process for recruitment bursaries, should these be introduced, working closely with the Finance Manager to develop appropriate systems.
  13. The role will involve the need to drive a College minibus on occasion as needed in order to support Primary outreach work.

Main duties and responsibilities of Personal Assistant:

  1. To be the first point of contact for the Assistant Principal
  2. To prepare and manage correspondence and documents
  3. To organise and co-ordinate meetings, conferences, travel arrangements and assist with the preparation, collation and distribution of associated papers
  4. Take, type and distribute minutes of meetings as and when needed
  5. Arrange and confirm appointments on behalf of the Assistant Principal
  6. Making appointments and manage the diary of the Assistant Principal
  7. Handle incoming mail and other material
  8. Collate information as required
  9. Communicate verbally and in writing to answer enquiries and provide information
  10. To work within the College agreed finance systems to place orders for goods and services against the primary transition budget (held by the Assistant Principal)
  11. Group Call - Provide communication via Group Call as and when requested
  12. Exam Invigilation- Assist with exam invigilation as required
  13. Reception Office - Provide cover for lunch breaks and illness as required as part of a duty rota.
  14. To provide regular reception cover for DAPA to support the wider work of the Performing arts team. This would involve being based at DAPA for an average of one day a week and undertaking the wider role from this remote location.
  15. Library cover - Provide cover for lunch breaks and illness as required as part of a duty rota.

The above outlines the duties required for the time being to indicate the level of responsibility. It is not a comprehensive or exclusive list and duties may be varied from time to time which do not change the general character of the job or the level of responsibility entailed.

Date:

Next review date:

Signed (post holder):

Signed (line manager):