Parent Relation Coordinator / Registrar / Front Desk

Understand and portray the school’s key messaging so that it is integrated into the admissions process.

Respond to all enrolment inquiries, telephone calls and emails courteously and in a timely manner.

Meet with prospective parents and present the school offering, achievements and unique value proposition in a positive light.

Conduct school tours and discuss all elements of the school with potential families, including admissions procedures, curriculum, student support, fees structures and KHDA regulations.

Liaise with Billing for payment collections and to collect outstanding amounts from parents.

Have sufficient knowledge not only of the school academic offering, but also of the learning support that the school will offer.

Understand the admissions funnel and how to move families smoothly and quickly through the process to ensure that they become registered parents.

Look to convert every inquiry into the next stage of the funnel as quickly as possible, by building quality relationships with potential families and politely following up if parents are not progressing to the next stage in a timely manner.

Understand which elements of the funnel require improvement and take proactive steps to increase conversions, ensuring that school management are consulted before implementing any fundamental changes.

Organize and manage the admissions procedures of students, including working in close relationship with other relevant members of staff.

Orientate all new families successfully into the school.

Always use a high degree of sensitivity in communicating with parents and encouraging them to open up about their children’s potential additional needs by asking open questions.

Work in close collaboration with the SENCO and Principal throughout the Admissions Process to ensure that each child’s needs are met.

Monitor and measure all aspects of the admissions funnel (including inquiries, number of tours, number of assessments, conversions, enrolments, waiting lists, etc.) on an ongoing basis.

Ensure that the admissions procedures and codes of conduct are followed at all times.

Front of House Management

Take responsibility for all Front of House Management within the school.

Ensure that all visitors to the school are welcomed and that a positive first impression is created.

Manage the Front Desk/Parent Relations Executive and work in close collaboration in handling parents inquiries so that responses are seamless and coordinated at all times.

Data Management and Reporting

Summarize admissions trends and report to the Account Manager, Principal and other relevant parties on a regular basis or ad hoc if requested.

Provide statistical reports on students (nationalities, age, gender, etc.) as required. (for this, basic knowledge of Word and Excel is essential).

Provide assistance to ensure that all admissions documentation is completed effectively.

Create and maintain files for all prospective students, current students, exiting students and alumni.

Update, maintain and manage the student information database on icampus ensuring that up to date information is available daily.

Assist in preparing all exit documentation for students withdrawing from the school (Transcripts, Transfer Certificates, etc.) and track leaver destinations.

Marketing and Communications

Plan and deliver outreach and in-house marketing activities for the school, including updating the website content, updating brochures, organizing Open Days, etc.

Maintain a schedule of communications to parents and prepare draft letters for approval by the Account Manager and Principal.

Liaise with HR to ensure that external communications are consistent with internal communications.

Issue all communications to parents once approved from Principal.

Parent Liaison and Complaints Management

Act as the first point of contact for promoting and maintaining excellent parent relationships.

Answer queries from parents as quickly as possible and seek advice from management on any queries for which an immediate answer cannot be provided, e.g., discounts on fees.

Manage the school parents complaints procedure, ensuring that any complaints are dealt with courteously, professionally and swiftly.

Draw any customer complaints to the attention of the Account Manager and Principal at the earliest opportunity, and keep parents informed as to actions being taken to address their complaint.

Maintain a record of all parent complaints and prepare a monthly summary analysis for management on the number of complaints, together with the reasons.

General:

Embrace and encourage the ethos and standards of excellence as defined by School.

Play an active role in community events that the school might organize for children, families, school staff or the community at large as per the Principal’s directions.

Overall, actively and enthusiastically contribute where and as needed to build the school, reputation and community.

Initiate effort and energy beyond the typical workday, where the tasks require additional commitment.

Support and uphold the agreed policies and practices of the School.

Attend staff meetings and serve on committees as required.

Perform other duties as requested by direct & dotted reporting line managers/supervisors.