Assistant Registrar (Sixth Form and International Admissions)

The Portsmouth Grammar School is a leading co-educational school located in the historic heart of Portsmouth.  We are very much a family school known for excellent teaching, superb pastoral care and wide-ranging co-curricular opportunities and offer an education across the age range from Pre-School to Sixth Form.

The Assistant Registrar is a key member of a dynamic Admissions Department and supports the Assistant Head (Admissions and Partnerships) with whole school admissions, as well as taking responsibility for Sixth Form and International admissions.

The Sixth Form is a major entry point for PGS, with a number of pupils joining the school from a range of schools within Hampshire and further afield.

In addition, we have a strong tradition of welcoming international students into our Sixth Form and wish to develop this further. Our international students are offered home stay with local families who become part of our PGS community.

This position will suit someone with administrative and communications experience who has the initiative to work independently and as part of a team.  This role will involve regular liaison with key senior staff across the school well as building relationships with prospective families.   

This is a part-time, year-round position, to include attendance at all Professional Development Days (INSET) in the school calendar. The hours of work will be 15 hours per week,  Monday to Wednesday, 08.30 – 13.30 each day. There will be an occasional requirement for work outside of normal hours, including some Saturdays for Open Morning and for prospective pupil interviews and assessments which take place in January.

Key Responsibilities

• To support the efficient and effective operation of the Admissions Department, maximising the number of high quality applications to the school

• To offer a high quality of personalised care for pupils and their families, attending carefully to their journey and experience from their first contact with their school ensuring that there is careful attention to keeping in touch and ensuring that as many pupils as possible go on to join the school.

• To lead on Sixth Form and International admissions, and to ensure the admissions process for prospective parents is effectively administered and regularly reviewed, retaining at all times the strongest focus on customer care.

• To play a leading role in retaining pupils in Year 11 through to Sixth Form, working with members of the pastoral team, keeping excellent records, engaging with parents and pupils, and assisting in the organisation and delivery of events as required.

• To develop an understanding and awareness of the questions and issues prospective 16+ and international families may have and how we could anticipate, meet and exceed expectations in this regard. 

• Administer a robust and highly effective system relating to Child Student Sponsor applications

• In close liaison with the Assistant Head (Admissions and Partnerships) organise School Tours as requested by 16+ prospective parents.

• To liaise with the Admissions Administrator to ensure that all admissions activity is recorded on the school’s Management Information System (ISAMs).

• To be responsible for the timely mailing out of school information to prospective 16+ families.

• To support events associated with the marketing and promotion of the school including but not exclusively Open Morning, Open Afternoons and Entrance Assessments, both for Sixth Form admissions and for other entry points.

• For a candidate with relevant experience, there may be an opportunity to support the department through targeted PR activity.

• To attend all relevant training, including safeguarding training, as required by the school.

• Other duties as reasonably required by the Head.

Person Specification

• The ability to work with accuracy and attention to detail

• Excellent organisational skills and the ability to prioritise work effectively 

• The ability to develop positive relationships with prospective UK and international families 

• Strong communication skills and confident handling of enquiries by telephone, email and in person

• A team player with a positive, cheerful attitude and a willingness to become involved in the life of the school and engage with a wide variety of people 

• Excellent IT skills, with experience of Microsoft Word and Excel and database packages 

• The ability to work with discretion and to maintain confidentiality

• A demonstrable understanding of the principles of GDPR and data security

• Supportive of the aims and ethos of PGS

Benefits:

The school is a strong supporter of Continuing Professional Development (CPD) and support staff wishing to undertake appropriate professional training can apply for financial support towards any associated costs.

The pro rata salary for this part-time role will be £9,660 per annum, calculated at point 23 of the support staff salary scales which for a full time role is £24,150 per annum.

The pro-rata leave allowance for this part-time role will be based on a full time allowance of 25 days per annum, increasing to 30 days over 5 years. Annual leave should usually be taken during PGS school holidays and not during term times.  Holiday will need to be arranged so as to ensure cover during the Admissions office at all times.

The school will auto-enrol eligible support staff into the NEST pension scheme and also offers an alternative pension scheme with Scottish Widows whereby if the employee contributes 6.5% of salary the school will contribute 8.5%.  We also have a non-contributory death-in-service policy.

We are an approved operator of the ‘salary sacrifice’ Cycle to Work Scheme. All staff have free use of the school’s Sports facilities which include a well-equipped Fitness Centre.  

 How to apply:

PGS is committed to safeguarding children and the successful applicant will be subject to an Enhanced Disclosure DBS check. 

Further information is available on the website at www.pgs.org.uk under the ‘About Us’ section and any queries regarding the vacancy should be emailed to HR@pgs.org.uk. 

An electronic application would be preferable, submitted to HR@pgs.org.uk.  All applicants should complete a support staff application form, with a full curriculum vitae and a covering letter addressed to the Head, Dr Anne Cotton.  Postal applications should be addressed to The Head, The Portsmouth Grammar School, High Street, Portsmouth, Hampshire PO1 2LN.  Please include email addresses whenever available.  All applications should be accompanied by the names, addresses, email and telephone numbers of two referees.

The closing date for receipt of applications is noon, 4th November 2021. Interviews will take place in school during w/c 8th November 2021.  

We look forward to hearing from you.