Admissions Officer - maternity cover

Job title : Admissions Officer

Responsible to : Senior Admissions Officer

NATURE OF THE ROLE:
The Admissions Assistant is the central point of contact for the Admissions office. (S)he ensures the smooth running of the office and provides administrative support to the Director of Admissions.

TASKS AND RESPONSIBILITIES:
- Serve as primary contact for enquiries to the Admissions Office. The Administrative Assistant is present during office hours to take calls and welcome visitors;
- Responsible for the quality of parent and student data. This includes making regular updates as and when changes are notified or discovered by the school and ensuring consistency of data between the department databases: ZOHO and PASS;
- Monitors and maintains the mailing lists for prospective students and parents according to marketing/recruitment plans as appropriate;
- Orders and processes gifts for members of staff to give to hosts and agents;
- Prepares mailings of promotional material for educational and recruitment events;
- Serves as Secretary for the Parent Ambassador Council – produces minutes in collaboration with the Director of Admissions, arranges meetings, sends out invitations and papers to members;
- Responsible for accurate filing and record-keeping for the office;
- Assist with on-campus events such as prospective family visits, graduation, parent weekends, start of school, etc.;
- Centralises office supply orders and maintains inventory of all publications (prospectuses, application forms etc);
- Assisting with setting up and supervising entrance tests;
- Prepare all the files for the new students, collection of missing documents for admissions files and preparation of correspondence for new students;
- Manage the Director’s calendar. Liaise with appropriate staff and visitors to arrange appointments and meetings;
- Assist with correspondence and department reports;
- Assist with scholarship and financial assistance greements and related correspondence;
- Maintain and organise the office electronic filing and hard copy filing systems;
- Make travel and accommodation arrangements for the Director as required;
- Assist with planning of onsite and offsite events;
- Be an active participant in school life through participation in events, expeditions, house coverage, etc.;
- Uphold the ethos and values of the school, acting with integrity and ensuring that all school related matters are dealt with in the strictest of confidence;
- To carry out other such duties which the line manager judges to fall within the scope of the job.

REQUIREMENTS:
The successful candidate will demonstrate many or all of the following qualities:
- High level of competency in database management;
- Knowledge of Microsoft office tools: Excel, Word, PowerPoint and Google suite;
- Excellent interpersonal, communication and presentation skills;
- Must be able to work an irregular schedule, evenings or weekends as needed, additional hours during peak times or as required;
- Detail-oriented, with strong organizational skills;
- An ability to work in a fast paced environment;
- Team player, committed to promoting a positive working environment;
- A disciplined, persevering, goal-oriented approach to tasks;
- Ability to maintain a high level of confidentiality;
- A high degree of cultural sensitivity;
- Experience of an educational environment;
- An affinity with the published Guiding Principles of Aiglon College and ability to uphold the ethos and values of the school.