The Role
As the Admissions and Marketing Officer, you will assist with supporting the acquisition and conversion processes, support outreach and recruitment events, and assist with marketing and brand management activities. Your focus will be on delivering a highly effective administration and support function, responsive to evolving needs, and grounded in providing high level customer service excellence. This is a new role supporting the Head of Admissions and Marketing and provides a real opportunity to bring your experiences and skills that are relevant to the role to life in what will be a very exciting opportunity for the right candidate.
Reporting Line
The Admissions and Marketing Officer will report to the Head of Admissions and Marketing but will also work closely with all members of the SLT.
Key Responsibilities
Admissions
-Working closely with the Head of Admissions and Marketing to co-ordinate all aspects of the admissions procedures from initial inquiry to enrolment, including timely responses, application management, and admissions tours.
-Maintain effective tracking of new enquiries/applicants through each stage of the admission process on CSM and other admissions documents
-Assisting the Head of Admissions and marketing to nurture and establish relationships with families throughout the admissions process, ensuring a high quality, personalised service to each prospective family.
-Create and send out letters and emails relating to the admissions process including assessment and scholarship invitations, requests for school reports and offer letters.
-Manage visit and tour process for prospective pupils and families, working very closely with the Head of Admissions and Marketing, the Headmaster’s PA and the Head of Pre-Prep, ensuring that internal processes are followed to provide consistent and high-quality communications with prospective parents before, during and after visits.
-Support with arranging pupil induction days for staff and new families
-Assisting with the process of making offers, maintain records of responses, regularly update the Headmaster and Bursar on responses received and initiate appropriate follow up to responses
-Ensure appropriate documentation such as Parent Handbooks and uniform lists are distributed to the parents of prospective pupils.
Marketing and Communications
-Ensure all events (admissions and wider school), and any relevant communication surrounding these are consistent with and reflect the school brand.
-Take photos for newsletters and social media postings and assisting with the social media calendar
-Update key social media channels with stories from around school
-Support with planning and coordination of open mornings and exhibition events including communications and on the day preparation
-Assist the Charity Coordinator with the coordination, communication and celebration of charity initiatives in the School.
-Support with the organisation, co-ordination and promotion of Speech Day
-Ensure the school website is up to date and accurate and assist with content creation on social media
-Ensure all communications, both internal and external are recognisable, consistent and reflects the school brand.
-Manage communications with parents, prospective parents and the wider community through the termly school magazine (The Buzz), weekly newsletter (the e-bee), Facebook, Instagram, the School’s website and other social media.
-Co-ordinate with Friends of Davenies and assist with the dissemination of information and publicity for their events.
- Maintain links and communication with the School’s Alumni, and preservation of the School’s limited archives.
Administration & General
-Assist as required in general office administration: answering the phone; greeting visitors; opening and distributing incoming post; preparing outgoing post; ad hoc duties.
-Keep all documentation up to date in a searchable and auditable form
-Manage the allocation of prospective pupils to houses before their start date.
-Liaise with and assist the finance department with the processing of registration and acceptance fees.
-Represent the School at external events, for example recruitment fairs.
-Attend future schools events, education shows and other trade events to support marketing activity as required.
-Liaise with internal colleagues and external parties providing a professional but personable approach.
Qualifications & Experience
-Experience of working in a similar role of promoting, developing, overseeing and managing the end-to-end Admissions process.
-Experience of working in a School environment with a proven track record of success in a similar role.
-Experience of updating social media channels
-Experience of using platforms including social media management tools, Canva and newsletter platforms
-Proven track record of maintaining positive and productive relationships with a range of internal and external stakeholders in order to promote change effectively.
-Proven record of being in a sales and customer service focused role.
-Experience of using a school information management system to accurately record and generate data.
-An understanding of regulatory compliance issues
Skills / Other Competences
Essential
-Outstanding organisational skills
-Excellent interpersonal and relationship-building skills
-Ability to win colleagues over and build positive working relationships
-Ability to communicate effectively with people in person, over the telephone and in writing
-Ability to prioritise, work to strict deadlines and under pressure and keep smiling
-Positive, can-do attitude with a flexible approach
-Exceptional IT skills including effective and efficient use of Excel, Work, school information managements systems and websites (for competitive school research)
-Excellent attention to detail and accuracy
-Demonstrate a proactive, ‘one step ahead’ attitude
-Ability to work with limited supervision and to use initiative
-Strong service ethic to deliver an exceptional customer experience
-Discretion and adherence to confidentiality, including the protection of sensitive data and documents
-Lead by example with honesty and integrity
-Ability to be flexible with working hours as some weekend and evening work may be required