Registrar

The Aquila School Owned by Shaikh Mohammed Maktoum Juma Al Maktoum One Person Company LLC; United Arab Emirates; On-site; AED 60,000 - 120,000; Full time

Job summary

A prominent educational institution in the United Arab Emirates is seeking an experienced KHDA Registrar to lead the student registration process and ensure compliance with local regulations. The ideal candidate will be fluent in English and Arabic, organized, and have a background in education or admissions. Responsibilities include managing pupil records, liaising with authorities, and enhancing the school’s community engagement. This role promotes a welcoming environment for all families and supports the school’s commitment to student welfare.

Qualifications

• At least 4 years of working experience in UAE.
• Ability to prioritize tasks and meet deadlines.
• Experience in a school environment in a similar role.

Responsibilities

• Manage the registration process for new students.
• Liaise with KHDA and other regulatory authorities.
• Ensure compliance with local educational permit requirements.

Skills

Fluent in English

Fluent in Arabic

Customer service skills

Organizational skills

Teamwork

Problem-solving skills

Negotiation skills

Education

Bachelor's degree in a relevant field

Tools

Hubspot

Google Analytics

Job description

Job Description

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

As we continue to grow, we are looking for a qualified and experienced KHDA Registrar to join our growing team.

For all staff in school we share a responsibility to ensure that children are safe and properly supervised at all times. Our school is committed to ‘amazing learning’—providing enjoyable and meaningful learning experiences so that every pupil makes as much progress as possible. All staff are expected to adhere to The Aquila professional code of conduct and commit to promoting our vision – ‘A happy community school with amazing learning at its heart where pupils are empowered to make choices, engage in meaningful learning experiences and make exceptional progress’. Our focus is providing children with amazing learning and to be the school of choice for the community we serve.

The Aquila School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

Key qualities and skills:

• To be friendly, approachable, professional, discreet and knowledgeable, able to work independently and as part of a team
• To be able to speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally and in writing in both English and Arabic
• To plan, organise and prioritise time and workload in order to accomplish tasks and meet deadlines

Core purposes:

• To lead the registration process from the point a child becomes enrolled are met
• To take an active role in the day to day running of our busy school
• To be a role model to all community members in terms of efficiency and positivity
• To actively promote the school to support our vision of becoming the school of choice for our community.
• Be the key person in liaison with KHDA authority
• Ensure that iSAMS is up to date and reflecting accurate information

Key duties include:

• To ensure the school educational permit and other requirements of the local regulatory authority including advertising and school CAS event approvals are met.
• Maintain the tracking sheet for all required documents from new families are accurate
• Liaise with finance and admissions to follow up on registration deposit payment, and term payments to confirm the children’s start date
• Liaise with head of primary and head of secondary on starting date for new children
• Lead the process for re-enrolment and provide regular updates to SLT, head of admissions and ISP admissions regional director
• Ensuring the school has relevant documentation for each pupil
• Managing the school’s pupil database - iSAMS, including templates and communication and ensuring all documents are on the shared drive and accessible in case of need
• Ensuring all compliant and timely submission of pupil records to and from KHDA
• Manage the relationship of enrolled families until they join, sharing the welcome letter, parent handbook, newsletter, and familiarisation events
• To support Admissions as required, where it does not interfere with the above core duties
• To work with the leadership of the school to maintain the documents relating to admissions issues and pupils who are leaving
• To assist with organising in house or off-site activities for the school community
• To maintain a visible, professional and high profile within the school
• To support the day to day running of the school for example- reception duty, meeting guests etc. to ensure smooth running of the school
• Liaising with KHDA and other regulatory authorities to ensure the school is compliant (including opening new classes and grades, seeking approvals for exemptions, submitting end of year results, Year 12 equivalencies, and promotions) and seeking the relevant approvals for activities, events, advertisement, etc... and to build up a positive relationship with these organisations
• To support the Head of inclusion with the SEN requirements/documentation with KHDA
• To ensure the leaving processes for the children are met as per school policy and KHDA regulations
• Ensure accurate reconciliation between both databases on KHDA and iSAMs
• To be the families point of contact for any special requests (enrolment/transfer/fees letters, KHDA certificates, etc.)
• To support the admissions teams with open day, activities, events, etc.

In addition, all staff are required to carry out any tasks required by the school or the regional office to facilitate the smooth day to day running of the school

All staff are required to attend one marketing event per term

To be line managed by the Head of Admissions.

Hours of work- 7.15-4pm Monday to Thursday and 7.15 am to 12pm on Fridays plus occasional evening and weekend work

Friday afternoons – the school is open to see families and admissions and senior staff work about one in four Friday afternoons on a rota basis

Holidays- 30 working days per calendar year

Person Specification:

Essential Desirable

• Excellent English & Arabic speaker
• Experience of working in a school in a similar role
• Bachelor’s Degree from a relevant field
• Articulate, communicative, and able to present information in a concise and professional manner
• Well organized and able to prioritize tasks
• Excellent customer service skills
• Ability to initiate opportunities for self and others and to find solutions to ensure tasks are completed within specified timescales.
• Ability to negotiate, persuade and motivate others

Other Qualifications

• At least 4 years of working experience in UAE
• Experience in sales and/or marketing; preferred experience in UAE schools
• Knowledge of Hubspot and Google analytics

You consistently demonstrate and role-model the ISP Leadership Competencies in all that you do.

• Learning & Getting Better. Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback; supporting others in their continual learning, development and growth.
• Outcome driven. Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.
• Resilience. Can deal with setbacks and challenges calmly and effectively.
• Community Focus. Is committed to meeting and exceeding the needs and expectations of our students and their families.
• Integrity & Ethical Management. Has the ability to work ethically and with integrity; helps others feel valued; upholds and models the ISP Vision, Purpose and Principles.
• Agile. Responds and adapts to changing circumstances; manages and solves problems by providing solutions in a climate of ambiguity.
• Planning & Decision Making. Makes decisions on the best course of action and then plans, organises, prioritises and balances resources to achieve the desired outcome.
• Diversity & Equity. Has the sensitivity, awareness and skill to understand the values, behaviours, attitudes and practices across cultures that supports all children and adults to learn and work effectively.

ISP Commitment to Saf safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.