Admissions Registrar (Part Time) - AMCIS

Admissions, Marketing & Communications in Independent Schools

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Admissions Registrar (Part Time)

The role:
We are seeking to appoint a part-time Admissions Registrar to work Thursday and Fridays. The role requires a highly organised individual to manage the pupil admissions process and assist prospective families who are looking to join The Moat School. The Moat School is part of the Cavendish Education group.

The ideal candidate will be characterised by a willingness to go the extra mile in order to ensure customer satisfaction and will have a natural capacity for creating an exceptional first impression. You will be energetic and self-motivated, possessing sound organisational and administrative skills.

With an excellent eye for detail, and the skills to create and use effective systems and procedures, as well as a calm and empathetic nature, you will join a team whose aim is to genuinely transform the academic expectations and achievements of children with dyslexia, dyspraxia and similar unique learning profiles.

Reports to:
The Headmaster of The Moat School and dotted line to the Marketing & Admissions Director of Cavendish Education.

Key Internal Contacts and Relationships:
SLT, SENCo, School Administrator/s, Marketing, Bursar, Teaching Staff, Support Staff.

The Admissions Registrar will also be expected to form relationships with local feeder schools, education agents and placement consultants, Local Authorities, Governors, the Director of Marketing and Admissions, and other schools and Admissions/Marketing personnel  in the Cavendish Group.

Main duties:

  • To work with the School’s senior leaders to formulate a successful pupil recruitment approach including the requirement to meet, monitor and report on pupil recruitment targets
  • To identify and lead on all aspects of the admissions process with a view to maximising enquiries, tours and joining pupils; to professionally evaluate all aspects of the admissions process and to make recommendations for improvement
  • To lead all contact (whether telephone, written, face to face etc) between prospective parent/s and/or Local Authorities and the school throughout the entire admissions process, demonstrating understanding and empathy, and setting high expectations with regards to professionalism and customer care
  • To act as the face and voice of the school at all times; to recognise and act upon opportunities to maximise the promotion of the school
  • To ensure compliance with agreed customer service standards for the school (and the group), paying particular attention to methods to survey and listen to customers; to provide feedback and inputting ideas to continually improve the process
  • To ensure the accurate upkeep of the admissions database (SchoolBase) and maximise its functionality in order to keep in touch with prospective families and provide opportunities to engage
  • To report regularly on pupil numbers to both the Headmaster and Bursar; produce weekly figures for Governors, as well as more in-depth reports for termly Governors’ meetings/reports, and progress meetings with the Director of Marketing & Admissions, Cavendish Education.

Admissions Management 

  • To handle all incoming admissions-related enquiries from prospective parents (by telephone, email, website, events etc), and work closely with the school’s Special Educational Needs Coordinator (SENCo) in order to assess paperwork and an applicant’s suitability for the school
  • To liaise with the Headmaster’s EA and other relevant staff members to schedule parental visits to the school
  • To arrange and deliver pre-visit briefings for the Headmaster on all prospective families who are visiting the school
  • To provide informative tours of the school and, where appropriate, to arrange follow-up ‘acquaint visits’ for prospective pupils; to liaise with the Academic Administrator to ensure  that visits are booked into the school calendar and communicated internally to all staff, and that all acquaint pupils are allocated a ‘buddy’ for their stay
  • To provide a professional and efficient welcome for all visiting prospective families and other enquirers (education agents, consultants etc), recognising the importance of first impressions and genuine customer care
  • To liaise with Admissions Registrars of local (potential) feeder schools in order to create a beneficial working relationship
  • To action prompt post-visit follow-up activity to parents/other enquirers who have made admissions visits to the school
  • To send out offer letters to pupils; working closely with the Bursar to confirm and collate application fees etc
  • To provide updates to SLT/Briefing as required, with regards to acquaint pupils, new starters, feedback on the Admissions process
  • To maintain the prospective parents’ database on SchoolBase; ensuring accurate and timely data input for every stage of the admissions process
  • To work with the Marketing Associate to organise and promote Open Days, Transition events and new parent events – including all follow up correspondence
  • To ensure all potential pupils and parents are in receipt of all the necessary documents and information required at each stage of the admissions process to facilitate a smooth transition into the School
  • To conduct timely follow-up calls/send questionnaires to parents who did not choose the School to build a body of knowledge on alternative schools and areas for admissions / school improvement.


  • To be willing to represent the school at occasional external events, including supporting Cavendish Education events and group wide exhibitions; this may include very occasional evening/weekend work
  • To provide occasional emergency cover for the School Reception desk and deal with phone enquiries during the School holidays, along with other members of the administrative team during those periods
  • To undertake any other duties, as required regularly or occasionally by the Headmaster to ensure the smooth running of admissions within the school
  • To act within the requirements of GDPR.

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.

The Moat School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

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