Job Purpose
Organise and manage the admission procedures of students in order to maintain
school specific enrolment budget consistently throughout the academic year.
Ensuring all students are registered in accordance with the GEMS Enrolment
Process and the specific governing body (such as KHDA).
KEY ACCOUNTABILITIES
Support the school Registrar by meeting with prospective parents to explain
admission procedures, curriculum, fee structure and regulations in order to
ensure prospective parents enrol their children at the school.
As directed by the Registrar, maintain an accurate record of all places
available at the school and an up to date waiting list that details students
who wish to be enrolled and have passed any necessary placement tests.
Registrar’s should aim to have 50 students per year group, fully assessed
waiting to be placed.
Update, maintain and manage the student information OASIS database, including
all non-mandatory fields, ensuring that up to date information is available on
a daily basis.
Support the Registrar to ensure annual enrolment processes such as; the re-
enrolment process, Parent School Contract and registration of students, is
completed within the agreed timetable.
Work closely with the Government Relations Executive (GRE) to ensure all
Transfer Certificates received for new students meet the requirements of the
governing body, students are registered in a timely fashion, outgoing TCs are
processed efficiently and visa and passport information is up to date
continuously throughout the academic year.
Follow-up all outstanding offers, respond to enquiries by phone and mail, book
and carry out assessments of students within agreed timeframes providing the
high quality customer service throughout the process.
Maintain and create files for all new applicant, new students, current
student, exiting students and alumni and complete all exit documentation for
students withdrawing from the school.
Be fully versed in all the rules and regulations of the Ministry of Education
and other relevant governing bodies (SEZ, KHDA, ADEC) to ensure compliance
during the admission process.
Ensure the GEMS policies, procedures and codes of conduct are followed at all
times and ensure all audit items are addressed in a timely manner.
Perform other duties as requested by direct and dotted reporting line
managers/supervisors.
COMMUNICATIONS & WORKING RELATIONSHIPS
Internal: School staff, Students and GEMS Corporate Office
External: Parents/customers, prospective parents, visitors to the school
and governing bodies e.g. KHDA
JOB CONTEXT
The Admission Secretary may be required to work beyond the typical work day
and work week particularly Registrar’s in new or start-up schools.
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