Administrative Assistant

1 week ago

Dubai, Dubai, United Arab Emirates Springdales School Dubai Full time
A.

To Provide Prospective Parents with the Current Admissions Status by:
-a) Maintaining and referring to current daily, weekly admissions statisticsb) Responding to incoming telephone calls, emails and visitor's requests for information regarding admissionsB.

To manage the whole school Parent/ Guest tours:
-a) Responding to incoming telephone and email requestsb) Providing accurate dates and times as per the Tour Timetablec) Conferring with Heads of Schools and Senior Management Team for adhoc requestsd) Maintaining a Tour Trackere) Informing 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:
-a) Responding to telephone, email and visitor's enquiries in a positive, realistic and friendly mannerb) Sharing key information such as class sizes, calendar dates, academic and sport curriculums, creative arts, extra-curricular activities, facilities, dining and transport provisionc) Promoting 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:
-a) Explaining procedure for registration fee payments and method for receiving documentationb) Highlighting attestation and translation requirementsc) Notifying prospective parents of the respective stages of the age appropriate assessments and giving respectful feedback where an applicant has been declined.d) 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:
-a) Following internal procedures for the confidential management of incoming applications and documentationb) Inputting personal data on the ERPF.

To Invite Applicants for Assessments / Organise Online Assessments by:
-a)

Referring to invigilation availability through Assessment Trackerb) Coordinating with academic teamc) Sending letters of invitation or email updates to prospective parentsd) Manage assessments with applicant's current school / Obtaining samples of worke) Generating results for paper and online assessmentsf) Discussing assessment outcome with Head of Sections/ Head of HR & AdministrationG. To Compile and Send (by email) Standard Letters to Prospective Parents / Current Schools by:
-a) Organizing applicant's files into relevant admissions status orderb) Referring to colour codes on applicant's file, extracting standard template and submitting relevant communication by emailc) Regularly extracting admissions status from the Engage system for applicants who have beend) Offered, Accepted or who are on the Waiting Liste) Managing incoming Acceptance Forms and responding appropriatelyH. To oversee the Events, other means of media used to advertise the schoola) Manage the events right from Inception and organization to finish which could provide you an a potential platform to market the schoolb) Manage the updates on the website and various other social media handles where various event and information of the school is highlightedc) Manage the making of Admission related Advertising material being used on the Website, and various other social media handlesd) Insure that the details regarding Admissions as well as event are update on the Website and all other social media handlese) Arrange Admission assistance on weekly basis for the visitor of School FacilitiesI.

To Follow and Maintain Office Procedures by:
-a) Ensuring that the Admissions office is welcoming and presentable to all visitorsb) Respecting the confidentiality of all applicationsc) Responding to all incoming telephone calls and email communicationd) Ensuring that any data entered on to an applicant's file is accurate and where any revisions occur that these are clearly showne) Updating an applicant's status on Engage at each stage of the admissions processf) Printing emails or making file notes which results in a significant change in the applicant's statusg) Filing all correspondence and maintaining a tidy deskJ.

To Assist the Administration and Finance Department by:
-a) Updating the Engage school management databaseb) Maintaining clear applicant information and up to date documentation at the Accepted stagec) Ensuring that the files of accepted applicants are appropriately separated and that the incoming documentation is scanned in the relevant Grade groups.d) Providing advance notice for the request of pupil identity cardse) Presenting the Finance Department with a list of Accepted applicants at the end of every calendar monthf) Notifying the Finance Department of pupil identity numbersg) Informing prospective parents of the correct criteria for bank transfer paymentsh) Supporting the Finance Office with queries over bank transfer informationi) Assisting the Administration and Finance Departments where necessaryK.

To Prepare Daily/ Weekly Reports for the Administration/ Management by Extracting Data on:
-a) The current number of prospective applications and their statusb) The number of applicants on the waiting lists for individual year groupsc) The number of applicants who have been offered placesd) The number of applicants who are yet to accepte) The number of applicants who have rejected offersf) Admissions closed on a Daily, Weekly, Monthly, Yearly scheduleg) Weekly Strategies and prospectsh) Withdrawal Analysis on a Daily, Weekly, Monthly, Yearly basisi) Termly, 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 have 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 sun light 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 cause to deal with young children and parents of different nationalities. 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.

Knowledge· Sound knowledge on statutory requirements for KHDA, Dubai Health Authority.· Good understanding of service standards for all the sub-verticals in the school operation· Good knowledge on work place safety· Requirements of newly established school in the U.A.E.6.

Skills· Supervisory skills· Analytical and problem solving skills· Effective verbal and listening communication skills· Effective written communication skills· Computer 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
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