Administrative Assistant

A. To Provide Prospective Parents with the Current Admissions Status by:Maintaining and referring to current daily, weekly admissions statisticsResponding to incoming telephone calls, emails and visitor's requests for information regarding admissionsB. To manage the whole school Parent/ Guest tours:Responding to incoming telephone and email requestsProviding accurate dates and times as per the Tour TimetableConferring with Heads of Schools and Senior Management Team for adhoc requestsMaintaining a Tour TrackerInforming Security and Reception of all visitors to the School premisesC. To Positively Promote the School With a View to Achieving a Full Admission Status by:Responding to telephone, email and visitor's enquiries in a positive, realistic and friendly mannerSharing key information such as class sizes, calendar dates, academic and sport curriculums, creative arts, extra-curricular activities, facilities, dining and transport provisionPromoting the aims and ethos of the School, pupil welfare and links to Springdales School Dubai.D. To Provide Personal Guidance to Overseas Prospective Parents during Admissions process by:Explaining procedure for registration fee payments and method for receiving documentationHighlighting attestation and translation requirementsNotifying prospective parents of the respective stages of the age appropriate assessments and giving respectful feedback where an applicant has been declined.Advising of admission requirements including the provision of original School Reports and Transfer Certificates and ensuring these are aligned and comply with KHDA Guidelines.E. To Manage Incoming Applications and Documentation by:Following internal procedures for the confidential management of incoming applications and documentationInputting personal data on the ERPF. To Invite Applicants for Assessments / Organise Online Assessments by:Referring to invigilation availability through Assessment TrackerCoordinating with academic teamSending letters of invitation or email updates to prospective parentsManage assessments with applicant's current school / Obtaining samples of workGenerating results for paper and online assessmentsDiscussing assessment outcome with Head of Sections/ Head of HR & AdministrationG. To Compile and Send (by email) Standard Letters to Prospective Parents / Current Schools by:Organizing applicant's files into relevant admissions status orderReferring to colour codes on applicant's file, extracting standard template and submitting relevant communication by emailRegularly extracting admissions status from the Engage system for applicants who have been offered, accepted or who are on the waiting listManaging incoming Acceptance Forms and responding appropriatelyH. To oversee the Events, other means of media used to advertise the school:Manage the events right from inception and organization to finish which could provide you a potential platform to market the schoolManage the updates on the website and various other social media handles where various event and information of the school is highlightedManage the making of admission related advertising material being used on the website, and various other social media handlesEnsure that the details regarding admissions as well as events are updated on the website and all other social media handlesArrange admission assistance on weekly basis for the visitor of school facilitiesI. To Follow and Maintain Office Procedures by:Ensuring that the Admissions office is welcoming and presentable to all visitorsRespecting the confidentiality of all applicationsResponding to all incoming telephone calls and email communicationEnsuring that any data entered on to an applicant's file is accurate and where any revisions occur that these are clearly shownUpdating an applicant's status on Engage at each stage of the admissions processPrinting emails or making file notes which results in a significant change in the applicant's statusFiling all correspondence and maintaining a tidy deskJ. To Assist the Administration and Finance Department by:Updating the Engage school management databaseMaintaining clear applicant information and up to date documentation at the accepted stageEnsuring that the files of accepted applicants are appropriately separated and that the incoming documentation is scanned in the relevant Grade groups.Providing advance notice for the request of pupil identity cardsPresenting the Finance Department with a list of accepted applicants at the end of every calendar monthNotifying the Finance Department of pupil identity numbersInforming prospective parents of the correct criteria for bank transfer paymentsSupporting the Finance Office with queries over bank transfer informationAssisting the Administration and Finance Departments where necessaryK. To Prepare Daily/ Weekly Reports for the Administration/ Management by Extracting Data on:The current number of prospective applications and their statusThe number of applicants on the waiting lists for individual year groupsThe number of applicants who have been offered placesThe number of applicants who are yet to acceptThe number of applicants who have rejected offersAdmissions closed on a daily, weekly, monthly, yearly scheduleWeekly strategies and prospectsWithdrawal analysis on a daily, weekly, monthly, yearly basisTermly, yearly, monthly comparatives4. Working ConditionsA. Physical demands: The Assistant Admission Officer will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain. The Officer may also have to keep moving within the school premises on regular basis.B. Environmental Conditions: The Assistant Admission Officer has to manage a number of activities at one time, and may be interrupted frequently to meet the needs and requests of various departments and clients. The Officer may find the environment to be busy, noisy, hot, and humid and will need excellent organizational, time and stress management skills to complete the required tasks.C. Sensory demands: Sensory demands include use of the computer which may cause eye strain, frequent movement in and out of the office and exposure to sunlight may cause occasional headaches. The School may be noisy and busy making it difficult for the Officer to concentrate.D. Psychological demands: Significant stress is caused by dealing with young children and parents of different nationalities. The Assistant Admission Officer will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines.5. KnowledgeSound knowledge on statutory requirements for KHDA, Dubai Health Authority.Good understanding of service standards for all the sub-verticals in the school operationGood knowledge on workplace safetyRequirements of newly established school in the U.A.E.6. SkillsSupervisory skillsAnalytical and problem solving skillsEffective verbal and listening communication skillsEffective written communication skillsComputer skills including the ability to operate ERP system at a highly proficient level.Self-driven, results-oriented with a positive outlook, and a clear focus on high quality and business profit.A natural forward planner who critically assesses own performance.Mature, credible, and comfortable in dealing with senior big company executives.Reliable, tolerant, and determined.Empathic communicator, able to see things from the other person's point of view.Well-presented and businesslike.Sufficiently mobile and flexible.Able to get on with others and be a team-player.7. Educational Qualification & Experience:Educated to graduate degree levelMinimum of two years' experience in administration field#J-18808-Ljbffr