Admissions and Admin Officer

Reporting to: Office & Marketing Manager

Start date: ASAP

Contract: Permanent, all year round, 8am to 5pm

Salary: £25,762-£29,419

The Role

The Admissions and Admin Officer will be responsible for the admissions process from the initial enquiry until the student joins the school.

Admissions

• Oversee admissions across the academy, ensuring a timeline is implemented and deadlines are met, with a focus on increasing pupil numbers, smooth transition and accuracy of databases.
• Act as an ambassador, representing the school in engagements relating to admissions with key external stakeholders and embodying the values and ethos of Ark Globe Academy.
• Develop and maintain an administrative calendar and timeline ensuring clear processes are in place to ensure the efficiency in the running and monitoring of admissions, and administration, and that all actions are carried out in a timely manner. 
• Provide updates on new guidance and processes to team members and deliver relevant training.
• Ensure the smooth running of visits and conduct tours of the school in and out of term time as required; including the arrangement of Open Days / Evening.
• Support with the marketing around admissions as appropriate, including creation of artwork and advertisements.
• Generate and maintain a close network of partners, prospective parents, students, feeder schools, partner organisations, colleges, local businesses, and visitors to the school.
• Deal with admission related correspondences and telephone enquiries.
• Efficiently manage the archiving and filing of pupil databases and files ensuring full compliance with GDPR and in line with our Data Retention Policy.
• Track the movement on pupil numbers, enabling responsive decision-making through the enrolment process and accurate forecasting during annual planning.
• Be present for all key admissions events i.e. open morning and evenings, admin evening, summer school, enrolment day.
• Support with data integrity within the Academy’s MIS system, maintaining relevant databases, including the processing of student leavers.
• Oversee the induction of new students into the academy to ensure they have a smooth start and positive welcome
• Support with the processing and analysis of free school meals data, when required
• Assist the Academy Leadership Team and transition team to implement best practice processes to increase retention
• Keep up to date on the DfE 'School Admission Code of Practice' and 'School Admission Appeal Code of Practice', working closely with the local authority and Ark Schools to ensure compliance

Admin

• Establish and maintain efficient administrative systems and processes to support the effective running of the school, including updating and maintaining relevant handbooks and guides, ensuring effective and consistent guidance and information is delivered
• Adopt a business-like office environment, ensuring excellent, consistent administration support and customer service is provided, ‘Our Promise’ is met, good relationships with staff are promoted, and you are consistently role modelling professional behaviour
• Provide an outstanding and professional front of house service with a warm welcome and greeting to all students, staff, and visitors, ensuring due diligence to safeguarding and Health & Safety and in line with academy protocol
• Develop a strong understanding of all administrative processes across the academy and develop ongoing efficiencies, including updating and maintaining relevant handbooks and guides, ensuring effective and consistent guidance and information is delivered
• Establish and communicate a clear and effective handover when working across zones
• Acknowledge and action all admin requests to a high standard and in a timely manner, prioritising and communicating effectively with relevant colleagues and stakeholders
• Provide comprehensive administration support for attendance, admissions, digital devices, behaviour / exclusions, FSM, biometrics, immunisations, locker keys, post, student photos, reprographics, stock and supplies, lost property, SEN, events, and trips as required
• Provide general clerical and administrative support for the school e.g. photocopying, filing, emailing, completion of standard forms, respond to routine correspondence, producing letters, reprographics
• Support with inputting and exporting data and ensure integrity within Bromcom and other systems including attendance, reporting, analysis, updating of student details etc.
• Efficiently maintain filing and databases ensuring accuracy and full compliance with GDPR and in line with our Data Retention Policy
• Attend to incoming calls and messages in a professional, friendly and efficient manner, using the corporate greeting, ensuring all relevant messages are passed on in a timely manner
• Ensure all queries are dealt with effectively, sensitively, and confidentially, taking the initiative to identify and handle issues that arise on behalf of the leadership team and others
• Be one of the academy main first aiders, assisting with student welfare and first aid and ensuring accurate and prompt records and reporting, paying due diligence to Health & Safety and academy protocol
• Maintain and distribute stationery and stock levels for the offices, reception areas and reprographics, including ensuring relevant forms, information and literature is available in the reception seating area, i.e. times of the academy day, academy prospectus, newsletters, etc.
• Globalise and update a wide range of materials and communications ensuring these are produced to a excellent standard as per the Globe brand guidelines and house style guide
• Support with daily attendance ensuring protocol is followed and ongoing efforts are made to ensure a child regularly attends school
• Support with managing our online payment service ensuring debts are managed efficiently
• Populate, maintain, and update administration calendars and timelines, ensuring deadlines are met

Other

• Liaise with colleagues and external contacts at all levels of seniority with confidence, tact and diplomacy, whilst maintaining confidentiality at all times
• Contribute towards the wider academy objectives and improvements
• Support other operations when required
• Carry out first aid duties and undertaking fire marshal duties, if and when required
• Undertake exam invigilation duties, when required
• Undertake morning and afternoon playground duties, when required
• Operate the cashless catering tills, when required
• Cater and set up for meetings and events, if and when required
• Be flexible in regards to working hours
• Attend and support out of hours’ academy events e.g. summer fair, parents’ evenings
• This job description is subject to change with the agreement of the post holder

Knowledge, Skills and Experience

• Experience of running effective administrative systems
• School experience is desirable
• Experience of data entry into databases and other IT systems
• Excellent organisation, time-management, communication, writing and editing skills
• High level of proficiency with Microsoft Office
• Able to build relationships with a range of stakeholders and anticipate others’ needs
• Able to manage several projects at once, prioritising accordingly to meet all deadlines
• Able to take ownership of tasks and work with minimal supervision