Admissions Coordinator at Pietermaritzburg Girls’ High School

We are looking for someone to manage the Admissions Department who is a team player and dedicated to provide an excellent and professional service to the school, learners and staff. The incumbent must promote the School’s reputation as an outstanding school for girls, both academically, and in terms of all-round development as well as enhance and protect the Pietermaritzburg Girls’ High ‘brand’, which is associated with long-term integrity and a commitment to educational excellence. The incumbent will report to the Executive Management team.

General description of the position:

To execute the admissions administrative tasks/projects according to the School’s admissions process and policies, handle prospective parents enquires and proactively deal with other tasks.

Be directly responsible for the entire admissions process end-to-end including but not limited to:

• Implementation of admissions strategy and events
• Frontline management of the admissions office: face-to-face, telephonic, email
• Management of admissions processes –applications, interviews, assessments, liaison with school heads and parents
• Liaise with parents on admission enquiries and school placement status
• Coordinate student application for prospective students
• Coordinate interviews with the School Management Team as required
• Information service to prospective parents on admissions, curriculum & all school matters
• Capturing and maintenance of school database and applications
• Ongoing waitlist management
• Collection of relevant data and pupil information
• Liaison with Accounts Department on the payment of placement fees and deposits
• Ongoing communication with prospective parents
• Liaising with the Marketing department regarding updates to admissions details on the website
• Maintain a complete and accurate record of parent/student details and a funnel of all prospective new student intake in the computerized school management system
• Support other ad-hoc projects as assigned
• Maintain and update all pupil database files, documents, correspondence
• Collate and monitor applications for admissions, including new intake of pupils; provide prospective parents with information on the school (including tours of the school) and admissions policy; enter new intake onto the Pupil Database, ensuring that the necessary procedures are complied with
• To issue routine correspondence/offer letters in accordance with school procedure.
• To arrange parent consultation appointments and to set up/prepare new entrants’ induction session for parents including information packs
• Ensure information on extra-curricular clubs is kept up to date and necessary information is sent to parents
• To work closely with the Marketing and Communications Team:
  • Ensure that their activities are aligned and in support of each other to achieve the School’s roll target
  • Ensure that appropriate documentation and information on all aspects of the school are current and readily available
  • Attend promotional events such as education exhibitions in support of the Marketing Department
  • To promote the school through various marketing strategies i.e. school prospectus, tours, press releases and maintaining the school website as required
  • Assist with the coordination of and attend information sessions, external EXPOs and other marketing /admission related events that are hosted for prospective new learners.
  • Help represent the ‘public face’ of GHS at functions that market the School
• To perform various school duties, including attending after hours, weekend and holiday meetings, events, functions and other school-related duties
• Necessary qualifications and skills would include:
• Previous experience of working with young people and their families.
• Excellent computer skills - with specific ability in managing data bases and analysing data (preferably experience of using SA-SAMS, Google Suite, Microsoft Suite)
• Able to deal calmly, tactfully and effectively with a range of people.
• Ability to show sensitivity and objectivity in dealing with confidential issues.
• Excellent interpersonal and communications skills, both written and verbal
• Customer relations experience
• Excellent administrative skills and attention to detail
• Process orientated individual who is constantly looking for efficiencies and opportunities to streamline processes
• Patience and empathy dealing with prospective parents
• The suitable candidate must have an excellent command of the English language and be able to be hands on in responding with queries.
• Minimum of 8 years working experience in an administrative capacity, with experience in the education industry being preferred.
• Knowledge of the SA Schools Act, Act 84 of 1996, enrolment process and documentation would be an added advantage.

ALL GHS staff are expected to:

• Perform all of their duties with integrity and diligence.
• Project a professional demeanour and appearance at all times.
• Develop positive relationships with members of the GHS school community, which includes parents, learners and colleagues.
• Be prepared to support and uphold the ethos of the school as contained in the Mission Statement.