JOB DESCRIPTION Job Title: Department: Line Manager: Type of contract: Hours: Salary: Registrar Admissions Deputy Head, Staff and Systems and Pupil Recruitment Permanent, Full Time, all year round The Registrar will be expected to work such hours as are necessary to meet the job specification. Normal working hours will be 37.5 hours per week, Monday to Friday 40-45k Purpose The purpose of this role is to ensure best practice in admissions procedures and processes in order to achieve competitive advantage for the School in accordance with objectives set by the Head and Governors. In addition to having general charge of the Admissions team, the Registrar will actively assist the Marketing Manager in promoting the School. To achieve the above, the Registrar is expected to: Provide all prospective families with a friendly, professional, helpful and efficient service Plan, implement, monitor and review admissions policy and practice Line Manage the Deputy Registrar and other Admissions Staff Contribute to the effective workings of the Senior Management Group. The role of Registrar These duties are illustrative. Headington School reserves the right to alter the contents of this job description, after consultation and consistent with the level of responsibility of this role, to reflect any changing demands of the School. The Registrar is directly accountable to the Deputy Head (Staff, Systems and Pupil Recruitment) who is a member of the Executive Committee. In the absence of this Deputy Head the Registrar will report directly to the Headmistress. The Registrar is a member of the Senior Management Group (SMG). Other members of this group include the Marketing Manager, the Director of Development, Assistant Heads and Heads of Section. 1
Key Functional Relationships The role of Registrar pivots on building successful relationships with many stakeholders including: Headmistress, Head of the Prep School and all members of SLT/SMG Marketing Manager and the marketing team Current and prospective parents and pupils Heads of Department Bursary team Feeder schools Overseas agents Ambassadors of the School (including Alumni, past parents). Principle Responsibilities The Registrar, actively promoting School alongside the Marketing Manager, will be responsible for the admissions process from the initial enquiry until the girl joins the School. This process will include responsibility for ensuring appropriate systems are fully utilised to allow relevant records to be accurate and up-to-date. The statistics generated will then help the school to assess the extent to which the strategies employed are successful. The aim is to secure pupil enrolment through: 1. Initial enquiries Build and maintain for as long as necessary an inclusive relationship between the School and prospective families, identifying any particular points of interest 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. 2. Visits 3. Events Book appointments for parents, organising tours, training and briefing our student tour guides and preparing staff prior to the visit Hosting families during their visit, ensuring the environment in which they are being welcomed into is appropriately presented Ensuring relevant and up-to-date information about visiting families is available to the Headmistress and other senior staff prior to their visit Following up all visits by appropriate methods of communication Work closely with the Marketing department, and in conjunction with SLT and appropriate members of staff, organise events for prospective and registered pupils, including taster days, sleepovers in the boarding houses etc. Assist with the organisation of and to attend the School s Open Days and other recruitment/promotional events such as recruitment fairs in key markets. Speak as required, on the admissions process at Open Days/Evenings or other appropriate marketing events. 4. Applications Lead the Admissions Team on all administrative aspects of the admission of new pupils Manage entrance and scholarship examinations and assessments, liaising with the Academic Deputy and Heads of Department, ensuring all relevant departments have a 2
clear annual calendar for the submission and marking of these examinations and assessments Maintain proactive and timely communication with families throughout the admissions process, notifying all scholarship candidates of specific arrangements Liaise with the Bursary regarding applications for bursary assistance. 5. Feeder Schools Maintain regular and personal contact utilising our database to keep track of all contact with our current feeder/prep schools and attend events as appropriate. Research and establish contact with new feeder schools, including Head to Head contact to establish relations Develop a detailed knowledge of feeder and competitor schools, working with the Marketing department and others as required. 6. Overseas applicants Work with the Deputy Head (Staff, Systems and Pupil Recruitment) alongside the Marketing Manager, to review overseas enquiries for suitability Ensure good relations are maintained with key agents, including ensuring proactive and timely communication throughout the admissions process Liaise and closely monitor the performance of overseas recruitment agencies in partnership with the marketing team 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 Attend overseas recruitment and promotional events as required Ensure the School complies with the latest policy guidance issued by UK Visas and Immigration (UKVI) in sponsoring international pupils under Tier 4 of the Points Based System. To issue Confirmations of Acceptance for Studies according to UKVI guidelines and keep abreast of policy changes and their impact on School procedures. Maintain appropriate records both during the admission process and when girls have joined the School under Tier 4. 7. Planning and management Put in place a programme for systematically reviewing and developing all aspects of the School s admissions policy and procedures, monitoring the results of all admissions activities and employing appropriate methods to measure their effectiveness Provide admissions statistics, information and reports as required to report to Governors Ensure all admissions events are entered onto the School calendar in line with the School s policies for calendar management To record all option choices from prospective students to ensure that the Academic Deputy has the information to place new students into our time-table and into appropriate sets/bands 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 produce the monthly electronic copy of the Admissions Register. 8. Other responsibilities: Take part in the School s performance management process Undertake relevant training as identified and agreed Undertake other tasks as reasonably required by the Headmistress. 3
Key skills and attributes Affinity with the School s culture The Registrar will need to be at ease in promoting the values of an independent day school for girls and be able to embrace and articulate with conviction the benefits of the School s ethos. Professionalism This includes such qualities as integrity, smart personal and professional appearance, treating confidential information with respect, being discreet, punctual, polite, measured and having a relentless focus on customer service. Excellent interpersonal skills Build close and harmonious relations with colleagues and work co-operatively and supportively with others. The post holder will be a person who is at ease with persons of any culture or background. Excellent communication skills Critically, the post holder must have an excellent telephone and personal manner, the ability to write correctly and communicate ideas and information in an imaginative and compelling manner. Enthusiasm and energy Persistence, stamina, optimism, hard working with a sense of fun. Creativity The ability to look at problems from new perspectives, with an eye for detail, capable of applying analytical skills to generate practical solutions. Intelligence and educational track record The Registrar will be articulate, logical and original, able to debate rationally with colleagues and present clear arguments and will have a sufficiently high level of academic qualification to perform the role. 4
PERSON SPECIFICATION Requirement Essential Desirable Qualifications Skills & abilities Experience Personal circumstances Equality A good educational track record and evidence of career development Strategic planning / implementation at senior level Knowledge and understanding of effective customer care and management Excellent written and verbal communication skills Able to interact well with people at all levels Well motivated, a self-starter Management and motivation of others Flexible and capable of showing initiative IT and database skills (Word, PowerPoint, Excel and Customer Management Databases) Successful management of people Track record of delivering excellent customer service Current driving licence Willing to attend Open Days and other School events outside normal School hours including regular overseas travel Candidates must demonstrate understanding of and acceptance and commitment to the principles underlying equal opportunities Graduate Commitment to Continuous Professional Development Experience of schools /education marketing and admissions Benefits Support Staff Pension Scheme: Fee Remission: Contributory membership of the School s Support Staff Pension Scheme with a School contribution of up to 9.95% upon successful completion of 6 months service. In accordance with the School s policy, which may be subject to change from time to time, up to 50% fee remission for girls attending Headington School and up to 20% fees remission for boys attending Magdalen College (under a reciprocal agreement) and subject to the terms of their policy. Fee remission is calculated on the number of weeks and hours worked and is pro rata for part time staff who work at least 50% of a normal working week. 5
All appointments are subject to satisfactory completion of all employment checks, i.e. References, Disclosure and Barring Service, Medical Questionnaire, Right to Work in the UK. Headington School is an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. www.headington.org 6