Wembley College: Administrative Specialist at Plennegy Group

RESPONSIBILITIES:

Admissions Management:

• Enquiry Handling.
• Respond promptly and professionally to admissions inquiries via phone, email, and in-person interactions.
• Provide prospective families with comprehensive information about the school’s academic, extracurricular, and admissions processes.

Admissions Process Coordination:

• Organize and manage all admissions documentation, ensuring timely completion and compliance with school policies.
• Schedule and facilitate school tours, interviews, entrance assessments, and orientation programs.

Follow-Ups and Communication:

• Maintain consistent and proactive communication with prospective families, guiding them through the admissions process.
• Collaborate with the marketing team to ensure the distribution of promotional and informational materials.

Record Management:

• Maintain accurate and up-to-date admissions data within the school’s management systems (e.g., ADAM and Finance systems).
• Generate regular reports on admissions trends and statistics for leadership review.

Front Office Administration.

Reception Duties:

• Manage the visitor sign-in process and ensure all visitors follow security protocols.
• Serve as the first point of contact, welcoming and directing visitors, students, and staff with professionalism.
• Manage incoming calls, emails, and correspondence, ensuring clear and efficient communication.

Office Coordination:

• Assist with the preparation and distribution of school communications, such as newsletters and announcements.
• Maintain and update student records, including attendance and enrolment data.
• Schedule appointments and meetings for school administrators and staff.
• Handle incoming and outgoing mail and deliveries.
• Supervise the daily operations of the front office, including scheduling, supply management, and maintenance of a professional workspace.
• Assist school leadership and staff with administrative support, such as document preparation, meeting coordination, and filing.

Student and Parent Support:

• Provide information and assistance regarding school policies, procedures, and events.
• Assist with student registration and orientation processes.
• Coordinate and manage the distribution of student passes and transportation arrangements.
• Address general inquiries from parents and students, providing timely and effective resolutions to concerns.
• Support school events, including open days, parent evenings, and extracurricular activities, ensuring smooth logistical coordination.

Marketing and Outreach:

• Assist in organising school events, meetings, and parent-teacher conferences.
• Coordinate with various departments to ensure smooth execution of events.
• Represent the school during in-house marketing events and tours as needed.
• Maintain an engaging and welcoming front office display and support the coordination of marketing material distribution.

Financial Administration:

• Invoice processing: Receiving, processing and tracking invoices for all and any payments made.

Emergency Response:

• Assist with emergency procedures and drills.
• Maintain and update emergency contact information and protocols.

REQUIREMENTS:

Qualifications:

• Education Min: Diploma in Admin, Communications and or related field
• Ideal: Degree in Admin, Communications and or related field

Experience:

• 2-3 years’ experience in admissions, customer service, administrative or clerical role preferably in an educational setting.