SCH Front Of House Admissions Secretary

GEMS Education; Dubai; On-site; Confidential; Full time

Job summary

GEMS Education in Dubai is seeking an Admissions Secretary to organize and manage the student enrolment process, ensuring compliance with the KHDA and GEMS enrolment procedures.

You will support the Admission Officer by engaging with parents, maintaining waiting lists, and coordinating CBSE-related administrative activities across the school year.

Qualifications

• College degree desirable (BA or BSc).
• Minimum two years in a customer service focused role.
• Proven track record meeting sales targets and influencing teams.

Responsibilities

• Meet with prospective parents to explain admission procedures, curriculum, fees and regulations to encourage enrolment.
• Maintain accurate records of seats and waiting lists; ensure timetables and placement tests are completed.
• Update and manage student information in the OASIS database with daily accuracy.
• Coordinate CBSE-related administration and maintain CBSE records and exam data.
• Assist with CBSE registrations for Classes IX–XII and manage textbook orders.

Skills

Customer service

Sales targets

Relationship management

Communication

Education

BA or BSc

Tools

Microsoft Office

Job description

Job Description:

Job Title - Admissions Secretary

Job Purpose -

Organise and manage the admission procedures of students in order to maintain school specific enrolment budget consistently throughout the academic year. Ensuring all students are registered in accordance with the GEMS Enrolment Process and the specific 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 in order to ensure prospective parents enrol their children at the school.
• As directed by the Admission officer, maintain an accurate record of all places available at the school and an up to date waiting list that details students who wish to be enrolled and have passed any necessary placement tests. Admission Officer's should aim to have 50 students per year group, fully assessed waiting to be placed.
• Update, maintain and manage the student information OASIS database, including all non-mandatory fields, ensuring that up to date information is available on a daily basis.
• 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 in CBSE registration of students for Classes IX, X, XI and XII, as applicable.
• To maintain and place textbook orders for whole school.
• Support the Admission Officer to ensure annual enrolment processes such as; the re-enrolment process, Parent School Contract and registration of students, is completed within the agreed timetable.
• Work closely with the Government Relations Executive (GRE) to ensure all Transfer Certificates received for new students meet the requirements of the governing body, students are registered in a timely fashion, outgoing TCs are processed efficiently and visa and passport information is up to date continuously throughout the academic year.
• Follow-up all outstanding offers, respond to enquiries by phone and mail, book and carry out assessments of students within agreed timeframes providing the high quality customer service throughout the process.
• Maintain and create files for all new applicant, new students, current student, exiting students and alumni and complete all exit documentation for students withdrawing from the school.
• Be fully versed in all the rules and regulations of the Ministry of Education and the relevant governing body - KHDA to ensure compliance during the admission process.
• Ensure the GEMS policies, procedures and codes of conduct are followed at all times and ensure all audit items are addressed in a timely manner.
• Perform other duties as requested by direct and dotted reporting line managers/supervisors.

Qualifications, Experience & Skills -

Expected Qualifications

• A college Degree from a reputed university is desirable (BA or BSc)

Expected Experience

A minimum two years in a customer service focused role.

Proven success with meeting sales targets is mandatory; ability to influence the team to deliver quality results and meet sales targets consistently is critical.

Relationship management experience – able to build and influence professional relationships with peer group as well as parental community.

Effective communicator (written and spoken)

Interpersonal skills, able to operate in a diverse environment

Skills Description

Admissions Secretary

Job-Specific Knowledge & Skills -

Solid time management skills - ability to multi-task and cope with peaks of demand

Advanced user of Microsoft Office and able to utilise technology well to present facts to the management.

Able 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, including verification of identity, qualifications, employment history, professional references, and criminal record checks from all countries of residence and employment, in line with local and international safeguarding requirements. These 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.