FIS International Registrar

FIS International Registrar

3 positions (3 locations in malaysia)

Salary starting at: base rate plus bonus for meeting kpis/targets KL campus is the most senior (global and domestic)

Exp required

As this is a global position, the Registrar is fully responsible for enrolment and growth of the entire School network. The Registrar is part of and works collaboratively with a central senior leadership and management team that is responsible for the strategic direction of the entire School network. They would also be responsible to lead a central team that works within a devolved operating model with colleagues across various Schools in the network.

The Registrar will oversee the full candidate pipeline working involved with international and domestic recruitment and admissions. It includes the strategic responsibility for the effective management of the entire team.

The postholder will be responsible for building a strategy to support the School’s quantitative and qualitative targets, identifying opportunities and attracting students from around the world in line with the School’s strategic direction and ethos.

The Registrar will be an ambassador for the School and a firm believer in the ethos of the School to shape the strategic image and voice of the School within and outside the School community, and the wider education industry towards an aim of shaping global engagement. This may include supporting and driving the thought leadership vision of the School on the wider education narrative of the education industry.

A. Service Orientated

• A1. Will be sales focused and is primarily responsible for pupil recruitment and the admissions process.
• A2. Will build strong and lasting relationships with prospective parents and pupils, delivering on objectives to ensure the School operates at full capacity.
• A3. Shall ensure that all enquiries and applicants receive a positive impression of the school.
• A4. As a prominent public representative of the school, they will excel in customer service and be a firm believer in the ethos of the School.
• B. Team Player
• B1.The School Registrar will be responsible for the planning, preparation and execution of key admissions-related public events, such as Open Mornings, exhibition events and Taster Days.
• B2. They will provide regular updates to the Senior Management Team on all applications; boarding and day, or international and domestic applications.
• B3. They are expected to be proactive in their approach to the position from preempting prospective families and management’s needs, to proposing strategies to improve the efficiency and effectiveness of not just their department but also any collaborative projects they are involved in.
• B3. The Registrar will work closely with the various departments including leadership teams and as a team develop and foster effective working relationships with academic and support colleagues. This is a crucial post which is key to the continued growth and development of the School.
• B4. It is essential that the Registrar has excellent communication skills, both verbal and written, and is able to maintain a high level of efficiency.
• B5. They must be capable of calm, confident and professional presentation with a variety of audiences.
• B6. The School Registrar is expected to have a whole school approach. Not just for each individual campus, but for the Fairview brand, inclusive of all our campuses and product offerings.
• B7. They will also be expected to attend whole school events to gain a thorough understanding of the academic and pastoral experiences that pupils can expect when coming to Fairview.
• B8. They must be flexible, reliable and well organized.

C. Global Minded

• C1. A sound understanding of international and domestic markets from both a local and regional perspective. It includes factors surrounding customer choice on day and boarding education.
• C2. The School Registrar will have a high level of accountability with the key measures of success, being measured against the number of new enquiries generated, the number of parent visits and registrations and the flow of pupils between the individual year groups.
• C3. Sufficient numeracy skills to deal with statistical data and to possess strong analytical skills
• C4. Have excellent time management skills.
• C5. Demonstrate discretion and tact.

The Registrar will be responsible for the admissions process from the initial enquiry until the pupil joins the school. This process will include responsibility for ensuring the entire process is fully utilised to allow relevant records to be accurate and up-to-date. The statistics generated will help the School to assess the extent to which the strategies employed are useful. The aim is to secure pupil enrolment through:

1. Enquiries

• To provide an approachable and welcoming response to enquiries concerning pupil admissions. • To oversee the admissions process from enquiries through to prospectus, visits, assessments, offers and enrolment including all general questions, administration and school communications: building up a good relationship with families.
• Build and maintain for as long as necessary an inclusive relationship between the School and prospective families, identifying any point of interest, ensuring that swift communication is employed.
• Provide information about the school and its mission to everybody who enquires, either by phone, email or face-to-face, or any other platforms.
• Gather comprehensive information about each contact with a family in order that the admissions database can be kept up-to-date throughout the entire process.
• Maintain effective tracking of new enquiries/applicants through each stage of the admission process: enquiry, pre-application, application, decision (fee payment).

2. Visits

• To manage School tours, book appointments for parents, and ensure smooth communication with all departments of the school from administrative to academic to ensure all visits are productive, efficient and informative to the families.
• Greet families when they visit.
• Ensure relevant information about visiting families is made available to the key members of the School prior to their visit.
• Follow up all visits by appropriate methods of communication.
• Manage tour guides.

3. Applications

• Provide leadership and vision to ensure that the School’s admissions practices and procedures are up to date, compliant with all relevant regulations and effectively implemented and that they are seen as dynamic systems that are continually kept under active review.
• To organise and administer the Assessments individually throughout the year including overseas assessments.
• To liaise and/or build relationships with feeder and sister schools to build up relationships and request information on applicants where needed.
• Undertake analysis of entrance examination/test results as required.
• Assist senior management with the process of making offers, maintain records of responses, regularly update senior management on responses received and initiate appropriate follow up to responses.
• Oversee all payment, billing, academic and pastoral needs before enrolment liaising with previous schools (if applicable) or sister schools.
• To carry out the work involving the application for Scholarships at all levels, internal and external.
• Organise events such as, scholarship assessment days, new Pupil Afternoon and new Parents’ Evenings. Ensure that parents of new pupils receive relevant documentation; assist with form allocation and prepare pupil induction materials as required; and provide relevant teaching staff with the required documentation relating to new pupils and their induction.
• Work evening/weekends when required
• Maintain proactive and timely communication with families throughout the admissions process, notifying all scholarship candidates of specific arrangements.
• Liaise with the accounts department regarding applications and advise with regard to payment of Registration fees, deposits and monies paid.
• Follow through every application to the point of final acceptance or withdrawal of interest by reviewing application forms, ensuring that all relevant documentation is received, arranging and supervising testing where appropriate.
• Contact all applicants on a regular basis with regard to the status of their application, after discussion with senior management.

4. International Applicants

• Work closely with various departments to review and ensure that overseas enquiries are suitable.
• Ensure that good relations are maintained with key agents, including ensuring proactive and timely communications throughout the admissions process.
• Liaise and closely monitor the performance of overseas recruitment agencies.
• Assist overseas families in ensuring that appropriate guardianship arrangements are in place for all students joining the School, to be well informed and able to advise families of suitable guardianship agencies.
• Maintain appropriate records both during the admission process and when pupils have joined the School under our student visa.
• Understand the system and processes involved in obtaining a student visa, the responsibilities of sponsors of migrants, licence renewal, record keeping etc. and attend update training as and when required.
• Assist agents/parents as far as possible by answering any queries about the visa process.

5. Measurement, Analysis and Forecasting

• Manage the weekly forecasting of admissions figures in conjunction with the Head and Marketing Team, ensuring that the pupil forecast is based upon the up-to-date admissions pipeline.
• Manage and analyse all elements of the admissions process from leads, enquiries, visits, registrations, offers, deposits, starters and leavers and produce reports to present to the Headmaster and Board of Governors.
• Manage and analyse the efficiency and effectiveness of each and every stage within the admissions journey with a keen eye on conversion rates for each stage against each market segment.
• Manage, analyse, identify and forecast trends within the market that may have a negative influence on enrolments including reasons for closed cases and withdrawals. • Identify where the admissions pipeline lacks an appropriate number of enquiries to achieve the budget number and ensure that the Headteacher and Marketing Manager are aware of the shortfall and can implement necessary actions
• To record all option choices from prospective students to ensure that the Headteacher and appropriate teams have the information to place new students onto the timetable • To ensure that year lists are accurate and up-to-date at the beginning of each academic year and throughout the year as change occurs.
• To ensure that the Finance department are made aware of all changes to the School Roll as joiners and leavers are confirmed.

6. Generic Accountabilities

• Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified. The duties outlined above are not intended as a restrictive list and may be extended or altered to include other tasks that are commensurate with the role as directed by the Headteacher, Senior Management Team and/or Board of Directors.
• The School Registrar will be required to demonstrate a commitment to promoting and safeguarding the welfare of children and young people in the school. Additionally, during the course of employment as the School Registrar, you 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. All data and personal information must be processed in accordance with the terms and conditions of the Data Protection legislations and properly applied to pupil, staff and school business/information.