Admissions Assistant

Purpose of role

The Admissions Assistant will be a true ambassador of the school, providing a professional and highly focused customer-service approach. As a representative of the school, the post holder will also work to develop links and partnerships with parents, businesses, and local community contacts to support mutual development and growth whilst raising the profile and position of the school. The post holder will be responsible for managing and converting leads to maximise pupil numbers.

About the school

Aspen Heights British School (AHBS) is a truly inclusive school based on the outskirts of Abu Dhabi. We are proud of our inclusive ethos and our commitment to ensuring all children are provided with personalised learning experiences and the proper support to ensure they can make progress in learning in all areas.

ISP principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and health and safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences, and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students, and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

Admissions assistant key responsibilities

Manage leads and translate leads into enrolments to maximise pupil numbers

Support lead generation and school awareness through in-school events and local partnerships to help the school become the school of choice for the local community

Take an active role in the day-to-day running of the school in relation to admissions

Follow up on all new enquiries within one working day, answering questions and converting enquiries to admissions meetings with principal or head of school

Liaise with families about all aspects of the admissions process, following up in line with the admissions and chasing processes of the school, working alongside the admissions team members to ensure appropriate split of call volume and chasing

Follow up after meetings for all their appointments, up to and including an offer being made, and liaise with the registrar and finance so there is a smooth handover for offers

Lead parent tours and support meetings as required

Manage and maintain the appointment calendar, chasing any missed appointments, and ensuring the welcome area for parents is prepared before meetings to ensure the best journey through the school

Manage the event calendar with the school leaders to include parent recruitment events, promoting these events with the support of marketing, and running these events to maximise student recruitment with the school leaders

Manage the multiple databases of parent enquiries

Participate regularly in the admission and marketing team meetings and share information with the school leaders and ISP daily

Contribute to the wider life of the school

Cover the reception desk as required on a daily basis and support the general administration of the school

Contribute to the weekly KPI and capacity reports, enrolment reports and pipeline reports, with the support of the registrar and head of admissions, due to ISP on a weekly basis, sharing data analysis with suggestions as opportunities arise

Manage and set up the appointment calendar

Be a primary contact for new incoming enquiries via a range of sources

Organise admissions meetings and open events, guiding families through the admissions process to enrolment while providing state-of-the-art customer service

Regularly review and develop admissions documents, parent communication platforms and templates, and marketing collaterals to ensure accurate information and best practice

Work closely with parent-facing administrative staff to ensure the first impressions of the school are excellent leading to a positive visitor experience

Support effective continued communication and support to new families after students enrol at the school – ‘after sales care’

Measures of performance

Targets will be set for maximum conversion through the admissions funnel, being proactive in growing the number of enrolments in the school and managing engagement events in school.

KPIs are based on the number of enrolments in the school.

Health and safety

Emphasise the importance of safety in all areas of the curriculum, communicating to the pupils the importance of a responsible attitude towards personal safety, the safety of others and respect for Aspen Heights British School’s property and equipment

Safeguard Aspen students

Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities

Assist in implementing all policies and rules governing student life and conduct

Ensure that all necessary health and safety rules and procedures are being followed

Maintain an awareness of all the health and safety measures to be taken when in school

Personal and professional conduct

All staff are expected to demonstrate consistently high standards of personal and professional conduct. Staff must maintain high standards of ethics and behaviour, within and outside school, by:

Treating students with dignity, building relationships rooted in mutual respect, and at all times observing proper boundaries appropriate to a teacher’s professional position

Having regard for the need to safeguard students’ well-being

Showing tolerance of and respect for the rights of others

Not undermining fundamental British values, including democracy, the rule of law, individual liberty and mutual respect, and tolerance of those with different faiths and beliefs

Ensuring that personal beliefs are not expressed in ways which exploit students’ vulnerability or might lead them to break the law

Staff must have proper and professional regard for the ethos, policies and practices of the school in which they teach, and maintain high standards in their own attendance and punctuality.

Staff must have an understanding of, and always act within, the cultural expectations of UAE and the policies and expectations of the school which set out their professional duties and responsibilities.

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified.

Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description.

Employees are expected to be courteous to colleagues and provide a welcoming environment to visitors and telephone callers.

Skills, qualifications and experience

Competencies

Ability to sell our school to families who have expressed an interest

Be warm and personable

Highly detail-oriented and organized

Knowledge of the regulations, policies and procedures related to the assigned activities

Ability to meet a constant stream of deadlines

Proven ability to work both independently and collaboratively with different levels of employees

Ability to coordinate and collate data

Skilled in the use of student registration and management systems

Good interpersonal skills, using tact, having patience, and showing courtesy to all stakeholders

Excellent knowledge of ADEK policies and eSIS filing

Motivation to work with people, a positive attitude, and a friendly personality

Being a calm and empathetic person, with an understanding of young people

Excellent command of MS Office

Ability to maintain accurate records

Records, reports and correspondence by use of spreadsheets and databases

Computer literate

Customer service skills and interpersonal skills

Willing attitude to be a part of the school team

Strong sense of professionalism

Safeguarding and welfare of children

Excellent communication skills and command of the English language, in spoken and written form

A collaborative team-player with excellent interpersonal skills

Behavior management

Attributes

Empathetic listener

Integrity and confidentiality

Internationally minded

Emotional intelligence

Intercultural awareness, creative

Flexible and a can-do attitude

ISP commitment to safeguarding principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory criminal background checks or equivalent covering the previous 10 years’ employment history.

ISP commitment to diversity, equity, inclusion, and belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.