Digital Marketing & Admissions Assistant

Main Purpose 

The Digital Marketing & Admissions Assistant :

•  Support the Head of Admissions, Marketing & Communication in all aspects of the team’s work towards the achievement of the department’s goals -Acquisition, Conversion and Retention 
•       Support the Head of Admissions, Marketing & Communication in ensuring the school brand is represented consistently across all platforms.
• Execute daily digital marketing activity, manage the social media channels and related content 
• Create Marketing content for print as necessary    
• Provide a professional administrative service for Admissions. 
• Deal courteously with all enquirers and ensure that all data gathered is promptly recorded in the relevant databases and that reports are accurate and provided in a timely manner. 
• Work collaboratively to provide a high-quality standard of support, ensuring the services are efficient and effective. 
• Help to organise and attend Admissions & Marketing events.  

Duties and responsibilities

 Marketing

• Make effective use of Social Media platforms and ensure they are regularly reviewed and updated with at least one post each day celebrating and promoting the School (via scheduling tools such as Hootsuite and ‘regular postings which engage the current and prospective community). 
• Build Social Media presence, followers and engagement.
• Lead on analytics and reporting of Social Media posting and website.
•  Monitor and update the school’s presence and representation online – (not limited to) Schools and Nursery websites, Google, Mumsnet. 
• Monitor and update the School’s own website including regular audits to ensure the content is accurate. Ensure all statutory information is up to date and available. 
• Create the Newsletter for Prospective parents 
• Assist where appropriate with the creation and design of Marketing Literature.
• Work closely with the Resident Filmmaker & Photographer to ensure the team always has current, engaging marketing visuals 

Enquiries & Events

• To provide an approachable and welcoming response to enquiries concerning pupil admissions. 
• Manage requests for information efficiently, appropriately and promptly; following up enquiries with further invitations and information; where appropriate providing advice and support for prospective parents in relation to the potential admission of their child to Dallington. 
• Ensure all enquiries and registration forms are acknowledged and processed on Hubspot and all admissions-related communications are recorded on the database. 
• Maintain admissions files and waiting lists for entry for each academic year. 
• Organise and attend events. Send the School Newsletter to all prospective parents. 

Tours

•  Assist with or lead tours in the absence of the Head of Admissions, Marketing & Communication

Application & Offers

• Update the Hubspot, iSAMS and Toucan databases for all new starters and leavers.  
• Distribute admissions information to the relevant members of SLT and the School Accountant. 
• Liaise with the Office Manager to arrange follow up meetings between prospective parents and the Head. 
• Provide support to the Head of Admissions, Marketing & Communication in the applications and offers process.   

Measurement & Analysis Reporting

• Advise the School Accountant of all changes to the School Roll as joiners and leavers are confirmed.  
• Provide the Head of Admissions, Marketing & Communication with appropriate reports in a timely manner. 

General Admissions

• Update the applicants’ personal files daily across all systems including the online database ensuring they are always accurate and up-to-date, and ensure parents receive all appropriate information at every stage of the application process. 
• Assist with the annual pupil re-registration process and monitoring pupil response, responding to all withdrawals and late notices, and updating enrolment lists.  
• Manage and maintain entry and waiting lists. 
• Update and maintain accurate class lists via iSAMS.  
• Organise welcome visits, produce and send welcome packs. Maintain and update welcome packs. 
• Maintain contact details for pupils both manually and on iSAMS. 
• Create pupil files for new starters and forward files for leavers to receiving schools. 
• Complete the school daily register and follow up on any absences in a timely fashion, informing the Office Manager and Head of any concerns or issues. 
• Ensure that all GDPR regulations are met including securing photo permissions for pupils. 

Applications from candidates with a recent and in-depth working knowledge of Hubspot will be favourably considered

Hours: 16 hours per week (willing to consider more hours for the right candidate)

Confidentiality

The postholder will have access to information of a confidential nature. Under no circumstances may this information be divulged or passed on to any unauthorised person or organisation. 

Data Protection

The postholder will have access to data and personal information that must be processed in accordance with the terms and conditions of the Data Protection Act 2018 and properly applied to pupils, staff and School business/information.

 Safeguarding

The postholder will be required to safeguard and promote the welfare of children and young people and follow School policies and the staff code of conduct.

Please note that this is not a comprehensive list of all tasks that the postholder will carry out. The post holder may be required to undertake other duties appropriate to the level of the role as required by the Head.   

The postholder acknowledges that they will be working as part of a team, sharing tasks, supporting each other, collaborating to achieve collectively the aims and objectives of the team in the best interests of the School.

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