Job Description

Admissions Executive

(term time plus 7 weeks - 40 weeks)

Reporting To

: Director of Marketing & Admissions

The Admissions Executive is responsible for student recruitment and the admissions process, in line with the School's policies, ensuring a smooth transition into school life for every student, whilst delivering an exceptional level of service and providing a welcoming and professional experience for prospective families.

This includes handling enquiries and applications, coordinating admissions events and supporting marketing communications. The role also involves assisting the Director of Marketing & Admissions in delivering engaging events to prospective students, their families and other stakeholders. Occasional evening and weekend work will be required.

Key Responsibilities

Admissions Enquiries, Applications and Visits

Act as the key point of contact for all admissions enquiries. Efficiently and accurately process, record and acknowledge all enquiries for both UK and international applications. Respond to requests for prospectuses and follow up accordingly. Ensure all enquiries are promptly entered into our Engage database and the MHEG database to maintain accurate records. Provide status of enquiries when requested.

Plan and deliver Open Mornings, Meet the Head events, New Joiners events and other admissions-related activities.

Manage bookings and communications for Open Mornings and Meet the Head events. Organise and manage individual visits by prospective families and agents including appropriate follow-up actions. Confirm receipt of registrations and offer appropriate follow up actions. Follow up with all visitors, providing appropriate information and advise next steps. Provide regular updates on admissions activity to Director of Marketing & Admissions. Develop and maintain a full understanding of target audiences, competitors and the dynamics and trends in the sector and of the market-place. Seek to improve the implementation of admissions processes in order to maximise conversion rates and target high quality candidates in line with the School's recruitment objectives. Ensure the collection, management and reporting of admissions data and provide forecasts for student numbers to support financial planning and budgeting.

Guiding families through assessment and offers.

Organise and manage the annual group 11+ and 13+ assessment days plus ad hoc individual assessments that take place throughout the rest of the year. Request student reports from feeder schools and maintain strong relationships with their Heads, Year 7 and 9 Prep teachers who advise their families on their next schools. Allocate applicants to assessment dates and liaise with IT/facilities for setup and equipment. Manage test software installation with Cambridge Insight. Arrange interviews with appropriate staff, including EAL, SEN and Sixth Form. Coordinate Zoom interviews with overseas applicants and agents. Produce scholarship schedules; liaise with relevant staff and provide the results spreadsheets. Coordinate the marking process, collate results and support decision-making ahead of sending out offers of a place. Communicate outcomes to feeder schools and parents. Provide results data and interview feedback to relevant staff. Liaise with academic and boarding staff to share timely and accurate information about new students including SEND, medical, academic, pastoral and other relevant information. Liaise with Newland Chase regarding visa applications, collating the necessary paperwork from the relevant sources. Prepare welcome packs for new joiners and ensure all required documentation for each new student is received prior to their arrival. Manage prospective student files, archiving when appropriate.

Prep School relations and promotional events

Set up and coordinate visits for our Head to visit feeder schools and for feeder school Heads to visit Heathfield. Organise taster events and outreach to Prep Schools, including coffee invitations and meeting requests. Attend evening Prep School fairs and provide support for exhibitions and marketing events. Support the Prep School communication programme, including feeder prep school database updates and mailings. Organise dates and logistics for admissions events well in advance. Liaise with relevant staff across departments (academic, maintenance, housekeeping, catering, room bookings) to ensure smooth event delivery. Develop and manage student forecasts and maintain admissions pipeline records from enquiry to acceptance. Generate regular admissions activity reports. Support the wider Marketing and Admissions department as needed, including covering duties during staff absences. Undertake any other reasonable tasks as directed by the Director of Marketing & Admissions.

Person Specification

Exceptional administrative and organisational skills, with strong attention to detail. Strong verbal and written communication skills, with a high standard of literacy. Excellent interpersonal skills with the ability to build warm, trusted relationships with prospective families and represent the school with confidence and professionalism. Ability to prioritise workload, work flexibly under pressure and meet tight deadlines while maintaining a positive outlook. Capable of working both independently and collaboratively within a team. Proficient in Microsoft Office; experience with Engage and ISAMS is advantageous. An understanding of the independent schools market, including trends in parental choice and enrolment cycles. A commercially aware mindset with a focus on conversion, retention and enrolment targets. Good analytical skills with the ability to interpret and act on admissions market intelligence and competitor benchmarking. Previous experience in a school admissions environment is preferred.

We will require an application form being, this can be found on the school website under vacancies.

Job Type: Permanent

Pay: From 31,000.00 per year

Benefits:

Company pension Cycle to work scheme Discounted or free food Free parking On-site parking
Work Location: In person