1) Management of Enrollment Process
1.1 Work alongside the Admissions team to provide an approachable and welcoming response to enquiries concerning pupil admissions.
1.2 Support 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.
1.3 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.
1.4 Provide information about the school and its mission to everybody who enquires, either by phone, email or face-to-face.
1.5 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.
1.6 Maintain effective tracking of new enquiries/applicants through each stage of the admission process: enquiry, pre-application, application, decision (fee payment).
1.7 Generate statistics to evaluate how effective recruitment strategies are impacting enrollment.
2) Visits
Conduct welcoming and effective school tours as follows:
2.1 Support the school tour experience, ensure appropriate booking of appointments for parents.
2.2 Ensure site is prepared as necessary and that tours do not coincide with conflicting events etc
2.3 Greet families when they visit.
2.4 Ensure relevant information about visiting families is made available to the Head of School or Principals prior to their visit.
2.5 Follow up all visits by appropriate methods of communication.
3) Applications
3.1 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.
3.2 To organise entrance assessments throughout the year (mainly English Language assessments as required)
3.3 Assist the Head of School and Principals with the process of making offers, maintain records of responses, regularly update the Head on responses received and initiate appropriate follow up to responses.
3.4 Oversee all payment, billing, academic and pastoral needs before enrolment.
3.5 Organise recruitment and events with the Head of School and Principals such as new Pupil Afternoons and new Parents’ Evenings etc
3.6 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.
3.7 Maintain proactive and timely communication with families throughout the admissions process, notifying all candidates of specific arrangements.
3.8 Liaise with the accounts department regarding applications and advise with regard to payment of Registration fees, deposits and monies paid.
3.9 Follow through every application to the point of final acceptance or withdrawal of interest by reviewing application forms, ensuring that all relevant documentation is accounted for and received.
3.10 Contact all applicants on a regular basis with regard to the status of their application, after discussion with the Head and Principals.
4) Overseas Applicants
4.1 Work closely with the Head and Principals to review and ensure that overseas enquiries are suitable.
4.2 Ensure that good relations are maintained with key agents, including ensuring proactive and timely communications throughout the admissions process.
4.3 Liaise and closely monitor the performance of overseas recruitment agencies.
4.4 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.
4.5 Maintain appropriate records both during the admission process and when pupils have joined the School.
4.6 Understand and be able to convey the responsibilities of sponsors of overseas students, visas, record keeping etc. and attend update training as and when required.
4.7 Assist agents/parents as far as possible by answering any queries about the VISA process.
5) Generic responsibility
5.1 Perform general secretarial roles to assist the Head of School in day to day operations.
5.2 Track, manage and analyse all elements of the admissions process including enquiries, visits, registrations, offers, deposits, starters and leavers and produce reports to present to the Head of School and Board of Governors.
5.3 Maintain the Admissions Register with efficiency and accuracy.
5.4 Oversee academic credits and evaluate and transfer credits when students transition from other schools or go on exchange programmes abroad.
5.5 Issue grade reports (per term), transcripts, student status certificates, or other student-related documents as required.
5.6 Coordinating with the Principal to keep the curriculum up to date for student transcripts and oversee this documentation for students
5.7 Issue student ID cards and parent ID cards.
5.8 Ensure that year lists are accurate and up-to-date at the beginning of each academic year and throughout the year as change occurs.
5.9 Ensure that the Accounts department are made aware of all changes to the School Roll as joiners and leavers are confirmed.
5.10 Manage the forecasting of admissions figures in conjunction with the Head, ensuring that the pupil forecast is based upon the up-to-date admissions pipeline.
5.11 Identify where the admissions pipeline lacks an appropriate number of enquiries to achieve the budget number and ensure that the Head of School is aware of the shortfall and can implement necessary actions.
5.12 Record all option choices from prospective students to ensure that the School Principals have the information to place new students onto the timetable and into appropriate sets.
Satit Bilingual School of Rangsit University
