Front of House Admissions Secretary

Job purpose

Organise and manage student admission procedures to maintain the school-specific enrolment budget throughout the academic year. Ensure all students are registered in accordance with the GEMS Enrolment Process and the requirements of the relevant governing body, such as KHDA.

Key accountabilities

• Support the school Admission Officer by meeting with prospective parents to explain admission procedures, curriculum, fee structure and regulations, encouraging them to enrol their children at the school.
• As directed by the Admission Officer, maintain accurate records of available places and an up-to-date waiting list of students who wish to enrol and have passed any required placement tests. Aim to have 50 fully assessed students per year group waiting to be placed.
• Update, maintain and manage the student information OASIS database, including all non-mandatory fields, ensuring information is up to date daily.
• Coordinate and manage CBSE-related administrative activities in accordance with CBSE guidelines and school requirements.
• Maintain and update CBSE records, student details, examination-related documentation and academic data.
• Assist with CBSE registration for students in Classes IX, X, XI and XII, as applicable.
• Maintain and place textbook orders for the whole school.
• Support the Admission Officer in completing annual enrolment processes, including re-enrolment, Parent School Contracts and student registration, within the agreed timetable.
• Work closely with the Government Relations Executive (GRE) to ensure transfer certificates received for new students meet governing body requirements, students are registered promptly, outgoing transfer certificates are processed efficiently, and visa and passport information is kept up to date throughout the academic year.
• Follow up on outstanding offers, respond to enquiries by phone and mail, and book and conduct student assessments within agreed timeframes, providing high-quality customer service throughout the process.
• Maintain and create files for all new applicants, new students, current students, exiting students and alumni. Complete all exit documentation for students withdrawing from the school.
• Be fully familiar with the rules and regulations of the Ministry of Education and the relevant governing body, KHDA, to ensure compliance during the admission process.
• Ensure GEMS policies, procedures and codes of conduct are followed at all times, and that all audit items are addressed promptly.
• Perform other duties as requested by direct and dotted-line managers or supervisors.

Qualifications, experience and skills

Expected qualifications

• A college degree from a reputable university is desirable (BA or BSc).

Expected experience

• A minimum of two years’ experience in a customer service-focused role.
• Proven success in meeting sales targets is mandatory. The ability to influence the team to deliver quality results and consistently meet sales targets is critical.
• Relationship management experience, with the ability to build and influence professional relationships with peers and the parent community.
• Effective written and spoken communication skills.
• Interpersonal skills and the ability to operate in a diverse environment.

Job-specific knowledge and skills

• Strong time management skills, with the ability to multitask and manage periods of high demand.
• Advanced proficiency in Microsoft Office and the ability to use technology effectively to present information to management.
• Ability to manage a diverse team’s performance and relationships.

GEMS safeguarding

GEMS Education is committed to safeguarding and promoting the welfare of children and young people. We are dedicated to creating safe, supportive and inclusive learning environments where students can thrive, and we expect all employees, volunteers and partners to share this commitment.

As part of our safer recruitment practices, all successful applicants will be subject to comprehensive pre-employment checks. These include verification of identity, qualifications, employment history and professional references, as well as criminal record checks from all countries of residence and employment, in line with local and international safeguarding requirements. Checks may include enhanced disclosure, prohibition, barring and overseas police clearance checks, where applicable. We are committed to recruiting individuals who uphold the highest standards of professional conduct and child protection.