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Admissions, Marketing & Communications in Independent Schools

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Assistant Registrar

Required as soon as possible

Department: Admissions & Marketing

Line Manager: Director of Admissions & Marketing

The School
The King’s School, Gloucester has a rich academic tradition dating back to its founding in 1541. It houses the longest serving classroom in Europe and is held in high esteem amongst the local and wider community, winning Gloucestershire Independent School of the Year in 2020. The School strives for excellence in all areas: the academic results are strong with the pupil value-added score being equivalent to half a grade at GCSE; there is a wide-ranging sport provision and pupils reach national levels every year; in Music, our links with Gloucester Cathedral provide an ideal location for high quality orchestral and choral music; finally, the creative arts enjoy much success with DT and Art having their own dynamic and well-facilitated design space.

Role
The Assistant Registrar provides a vital function in managing the admissions process for prospective parents from first contact with the School to admission of the pupil to King’s. The Admissions Department is central to the success of the School and the Assistant Registrar will provide a key role in ensuring a healthy school roll with an excellent calibre of pupils. They will need to liaise easily with prospective parents and pupils, teaching staff, current pupils, SMT and Head Teachers of Feeder Schools.
The Assistant Registrar supports the Head of Pupil Admissions and the Director of Admissions and Marketing in the recruitment of pupils, including devising the recruitment strategy, the organisation and running of recruitment events, organisation of entrance and scholarship assessments and maintenance of full and accurate records of all enquiries and supporting data to effectively evaluate marketing campaigns and initiatives. The Assistant Registrar will manage the Admissions Co-ordinator on a day-to-day basis to ensure that all tasks are performed in a timely and efficient manner.

Duties and Responsibilities
General Admission Process:
• Responsible for managing and developing the admissions process from the initial enquiry to the pupil joining King’s
• Respond to enquiries, via phone or email and sending out the prospectus and other relevant literature
• Deputise for the Director of Admissions & Marketing where necessary, including meeting prospective parents and conducting tours of the School
• Arrange tours and interviews for prospective parents with the Headmaster, Head of Junior School and Head of Little King’s
• Follow up all enquiries and visits, working with the Admissions Co-ordinator to ensure follow up phone calls and emails take place for all parents
• Answering telephone calls and emails confidently from prospective parents, providing advice and guidance regarding the admissions process or passing on to someone senior, if necessary

Key Responsibilities and Accountabilities
The list below is not exhaustive but provides an outline of the activities in which the Assistant Registrar is involved:
• Maintain and be accountable for the School’s admissions database, ensuring that all enquiries/records of prospective pupils and registrations are entered into the database
• Work closely with, and manage, the Admissions Co-ordinator to ensure the admissions database is accurate
• Give a weekly update to the Director of Admissions & Marketing on enquiries and follow up feedback
• Accurately record changes to the School roll as they are confirmed – including joiners and leavers – and ensuring the smooth rollover of pupils at the end of each academic year
• Regularly extract data from the MIS on prospective enquiries and registrations to assist the Director of Admissions & Marketing in forecasting pupil numbers for the Headmaster and Governors and informing Marketing campaigns
• Provide relevant information on visiting prospective families to the Director of Admissions & Marketing and Headmaster/Head of Junior School prior to meeting with families
• To ensure the LEA are informed and given information regarding leavers and joiners
• Work with the Head of Pupil Admissions and Director of Admissions & Marketing to organise Entrance and Scholarship Days for 11+ and 13+ pupils
• Liaise with Feeder Schools to develop good links and ensure school reports/references are provided on all prospective pupils and send out updates of former pupils
• Attendance of 11+ Entrance Assessment Days and Open Events (for example, 11+, 16+) to ensure smooth running of the day (attendance of 13+ dependent on numbers)
• Liaise with Heads of Department to organise Co-Curricular Scholarship assessments for 11+, 13+ and external Sixth Form pupils and collate the feedback information from Heads of Department
• Working with the Head of Pupil Admissions, collate results of 11+ and 13+ Entrance and Academic Scholarship examinations to present to Markers’ meetings
• Draft Place Offer letters for 11+, 13+ and External Sixth Form candidates and other year group applications
• Organise bespoke Taster Sessions/Taster Days for pupils and follow up assessments

Recruitment
• Work with the Director of Admissions & Marketing and the Marketing Manager to plan and organise Open Mornings. Attendance of Open Mornings to ensure smooth running of event from start to finish
• Liaise with Marketing Manager and Director of Admissions & Marketing regarding the organisation of all recruitment events for example: Year 5 Senior School Information Evening, Sixth Form Open Evening, First Form Induction Morning and Year 5 Workshops. Attendance at events to ensure smooth running and to engage with prospective parents
• Maintain communication links with prospective parents at all times and initiate ideas for communication to develop a strong relationship with King’s leading to greater acceptance of place offers

Miscellaneous
• To undertake additional tasks which have not been listed but are necessary for the Admissions Department to function at an excellent level
• On occasions, to provide general administrative support, if required, throughout the School, such as covering Reception
• Work collaboratively and supportively with Marketing and Alumni functions within the Development Office, providing assistance as required

Personal Profile
Skills and Knowledge:
• Superb organisational and administrative skills. This is a busy department and the successful person needs to be able to deal with administration with ease and efficiency and with a meticulous eye for detail
• Excellent customer care and sales skills; enthusiasm and approachability – able to put visitors at ease. Excellent communication and interpersonal skills to be able to establish good links with pupils, parents and staff
• Ability to maintain close and harmonious relations with work colleagues at all levels
• Good oral skills and a sound command of written English
• Be an outgoing, confident and positive personality
• Be a team player who can work well under pressure and direct and manage the Admissions Co-ordinator
• Be a pro-active person of integrity, drive, energy and stamina
• Be capable of showing initiative; including the ability to think ahead and work flexibly without direction to deliver his/her outputs
• Be a person who mixes easily with persons of all backgrounds
• The post holder must have an excellent telephone and personal manner, and have a smart personal and professional appearance

Qualifications / Experience:
• A good academic record
• Excellent literacy and numeracy skills
• Experience of working in a customer focused environment
• Significant experience of working in an administrative environment
• An understanding of the principles and practices of recruitment and admissions in an Independent School
• An understanding of good data management practice e.g. Data Protection
• Excellent computer literacy with good facility in using Microsoft Word, Excel and database programmes

Hours of Work
The post is full-time: 37.5 hours per week; 8:30 to 5pm Monday to Friday. Flexibility will be required as, at times, there will be additional hours to attend recruitment events on some evenings and occasional weekends, with additional remuneration for extra hours worked.

Holidays
Holiday entitlement will be 25 days per annum plus Bank Holidays, rising to 30 days per annum plus Bank Holidays after 5 years’ service. A degree of flexibility of the holiday entitlement may be possible for the right candidate.

Salary
Starting salary will be £29,250 per annum

Benefits
• Contributory Pension Scheme
• Lunches
• Generous staff fee remission
• Parking

Applications
Candidates should apply by completing the application form and a letter of application found on The King’s School website, details are listed below. A CV is not required. Applications should be addressed to:

The Headmaster, The King’s School, Gloucester, GL1 2BG.

Closing date is Monday 28th June at 12 noon, with interviews taking place on Friday 2nd July.

For further information contact Miss Laura Wilson by e-mail: [email protected]

Website: www.thekingsschool.co.uk

The King’s School is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo child protection screening appropriate to the post including: references from previous employers, a Disclosure and Barring Service check at the enhanced level, as well as eligibility to work in the UK (in compliance with UK immigration regulations). Interviews will be conducted in person, and they will explore candidates’ suitability to work with children.