School Admissions Registrar

SPRATTON HALL SCHOOL TRUST LIMITED; Northampton; On-site; GBP 28,000 - 32,000; Part time

Job summary

Spratton Hall in Northamptonshire is seeking a Part-Time Admissions Registrar to manage enquiries, registrations and the admissions process, ensuring a warm, professional experience for families. The role involves coordinating admissions events, maintaining accurate pupil records, and working closely with the Headmaster and other senior staff.

The position is Monday–Friday, 08:15–15:00 with some flexible hours.

Qualifications

• Experience in an educational environment, especially in Admissions.
• Previous experience as a Registrar or PA is an advantage.
• Excellent ICT and organisational skills.

Responsibilities

• The successful candidate will have excellent, working knowledge of the independent school sector and particularly prep schools.
• Act as a key brand ambassador for the school, understand the admissions cycle and work closely with senior staff.
• Assist with data management, events, and communications to prospective families.

Skills

ICT skills

English proficiency

Job description

SPRATTON HALL

a d m i s s i o n s r e g i s t r a r DE C EM B ER 2 0 2 6

General Information

Spratton Hall is an IA PS day school for girls and boys. Situated at the edge of the village of Spratton, seven miles north of Northampton, the school is surrounded by beautiful rolling countryside. The school was founded in 1951 by KC Hunter, as a boarding prep school for 20 or so boys. In 1974, girls were admitted. At present, there are 391 pupils in the school, 284 pupils in the Prep School (Years 3-8) and 107 pupils in the Pre-Preparatory Department (Reception to Year 2).

Set in 50 beautiful acres, Spratton Hall is blessed with exceptionally good facilities throughout. Whatever a child does in the school they can be assured of working in modern and well-resourced classrooms and buildings and wonderful grounds.

Pre- Prep

The Pre-Prep Department comprises Reception, Year 1 and Year 2. It has its own purpose-built classrooms and its own Head. Usually, there are two classes in each year group but, currently, Year 2 has three classes. Each class has its own class teacher and full-time teaching assistant.

The children also receive specialist lessons in Music, PE, French, Drama, Dance and Computing.

Prep

In the Prep School, there are three forms in each of Years 3 to 8, with an average of fifteen pupils per form. From Year 3, pupils are placed in sets by ability for Maths and English. From Year 7 the classes are streamed for ability and there are sets for English, Maths and Science.

Spratton Hall is fully co-educational, with a roughly equal split between boys and girls.

Most pupils leave the School aged thirteen, and proceed to their first choice of Senior School. The most popular destinations at present are Rugby, Uppingham, Oakham Kimbolton and Oundle. Usually, around 40% of our Year 8 leavers go on to board at their next school. Over sixty pupils have won Scholarships and Awards in the last four years.

In sp ec tion Reports and Aw ards

In our last full Educational Quality Inspection in 2024, we were adjudged to be “excellent” in all areas. That report is here. Our last review from the Good Schools Guide is here and our recent review from Muddy Stilettoes is here. For three years running we have been shortlisted for ‘Prep School of the Year’ or ‘Pre-Prep of the Year’ in The Guide to Independent Schools.

Expectations at Spratton are high and we have a hard-working, supportive and totally committed staff. The school is a buoyant, thriving and happy place, with very healthy numbers of pupils.

Safe Rec ru itment

The school is committed to safeguarding and promoting the welfare of children. To that end, we have a ‘Recruitment and Selection of Staff Policy’ which has been produced in line with the statutory guidance: ‘Keeping Children Safe in Education’ – 2020, the Equality Act 2010 and the ‘Children Act 2004 – Information Sharing’ 2015. This policy aims to ensure both safe and fair recruitment and selection is conducted at all times. The full policy can be viewed on our website here.

The School is committed to attracting, selecting and retaining employees who will successfully and positively contribute to providing a valuable service. A motivated and committed workforce with appropriate knowledge, skills, experience and ability to do the job is critical to the school’s performance and fundamental to the delivery of a high quality service.

Applicants must be willing to undergo checks including child protection screening.

These include:

• verification of identity
• receipt of at least two satisfactory references, including one from the candidate’s most recent employer
• a check at DBS barred list and a satisfactory DBS disclosure
• verification of professional status and qualifications (where appropriate)
• the person’s right to work in the United Kingdom
• a check using the ‘NCTL Teacher Service Employer Check’
• a ‘Prohibition from Management’ check, carried out for new staff involved in the management of the school
• where a candidate has worked or been resident overseas, further checks may be made as the Headmaster and Governing Body consider appropriate
• verification of medical fitness

aDMISSIONS rEGISTRAR

Part-Time/Permanent - Monday to Friday 08.15-15:00

Start Date: December 2026

JOB DES CRI PTION

Overview

The School Admissions Registrar plays a vital role in the smooth and efficient running of Spratton Hall’s admissions process and will be the primary and important point of contact for families throughout the process towards the child joining the School.

From the first enquiry from a prospective family, through to the day a child leaves Spratton Hall, the Registrar will help to ensure that families receive a warm, professional and welcoming experience with due regard to the legal admissions processes. They will build positive relationships with parents and pupils and will be someone that families know they can rely on for help and information throughout their time at the School.

The Registrar will play a key part in the planning, preparation and execution of admissions-related events, as well as keeping accurate and up to-date pupil records for all pupils.

Spratton Hall is a thriving and happy school with strong pupil numbers and a well-established reputation. The School is a buoyant and busy community, and the successful candidate will be joining at an exciting time as the School continues to develop. Above all, they will be someone who understands the importance of providing an excellent experience for our families and who is proud to be part of the Spratton Hall community.

The post is part-time permanent, Monday to Friday, 08.15-15.00 each day. There is scope for some flexibility with working hours as some days may require a slightly earlier start or a later finish. There are also a number of admissions events organised and run by the Registrar that will be outside of these normal working hours. Some work is required in the holidays, but this will be on an ad hoc basis and often in response to demand. This will include responding to emails, making calls to prospective parents, contacting other schools, taking prospective enquiries as well as organisation and planning. The salary is £28,000 - £32,000 per annum depending on experience.

Main Responsibilities

The successful candidate will have excellent, working knowledge of the independent school sector and particularly prep schools. They will act as a key brand ambassador for the school, understand the admissions cycle and work closely with the Headmaster, Head of Pre-Prep, Director of Finance & Operations and Marketing Manager to achieve excellent publicity and PR, along with the ability to monitor and forecast data and inform the Head in order to achieve a high rate of conversion.

Registration Process

Develop a personal rapport with prospective parents and pupils

Deliver a personalised visit experience to each prospective parent and pupil

Proactively follow up all new enquiries and post-visit, to convert to the next stage of the admissions process.

Provide relevant feedback on all families to the Headmaster and/or Head of Pre-Prep

Conduct follow-up calls to parents who did not choose Spratton Hall to establish where the school loses pupils to and areas for improvement.

Maintain the prospective parents’ Engage database and ensure accurate data-input for all stages of the admissions process

Regularly monitor and report on admissions

Respond to telephone, in person and written enquiries relating to the registration process

Keep up-to-date with wider admissions policies and procedures

Build and maintain relations with key partners in the local community, eg nurseries, including visits to and sending invitations to Spratton Hall events

Maintain a geographical map of current parents’ locations

Liaise with the local authority on admissions/leavers

Liaise with other schools regarding leavers, to check they are attending

Data Management

Whilst abiding by GDPR regulations, collect, update and maintain appropriate data on current and prospective pupils, eg medical information, prior schooling, prior attainment records and any fields required for statutory returns on the school census

Record all prospectus requests, registrations, leavers, visits, open morning attendance, conversions

Enter all registration data into the management information system database

Send out questionnaires to all new parents

Assist the Headmaster with the monthly forecasting of admissions figures and compilation of reports to the Senior Management Team and Governing Board as required

Ensure all pupil hard files are maintained and paperwork filed in compliance with data protection policies

Update, on an on-going basis, any changes to admissions information with the school’s management information system (eg change of address and contact information)

Ensure annual data is collected from parents, eg contact sheets

Organise and keep data on lift shares for current pupils

Keep up-to-date with data protection policies and ensure all activities adhere to these guidelines

Pupil Taster Days and Pupil Induction Programme

Organise Pupils’ Taster Days for prospective pupils, liaising with the relevant Head of Year, irector of Studies and Head of Pre-Prep

Collate and distribute all information required to ensure new pupils joining the School have the correct induction and the best start

Prepare information for when new Pupils join the Pre-Prep in September

Prepare information for new Pupils joining the Prep school

Class/Year representatives organiser and co-ordinator

Ensure all new pupils are welcomed into the school warmly and efficiently

Events

Manage the annual programme of school Open Days

Organise and run the Admissions events and events for pre-school children, such as our aster Egg Hunt, Discovery sessions and Teddy Bears’ Picnic

Liaise with the Deputy Head on events for the School Calendar

Ensure adequate stocks of the prospectus, inspection reports, registration forms, entrance procedure cards, pupil information booklets, Prep information booklets and Pre-Prep nformation books in conjunction with the Marketing Manager

Co-organise (with the Head of Pre-Prep) and attend Pre-Prep new pupils’ induction events, such as story times, moving-on day/evening, teddy bears’ picnic

Person Specification

Personal characteristics

The successful candidate will be:

Friendly and welcoming with excellent interpersonal and communication skills, including the ability to relate well to people on all levels with sensitivity, tact and diplomacy

Punctual, organised, flexible, diligent

Passionate about Spratton Hall

Discrete and sensitive

A forward thinker – constantly looking to improve and develop the role

Experience/Skills

It is hoped that the candidate will have previous experience of working in an educational environment and, particularly, in the Admissions Department. Previous experience as a Registrar or PA would also be of an advantage.

The successful candidate will also have:

Excellent organisational and administrative skills

The ability to remain calm under pressure and work to tight deadlines and with absolute attention to detail

A pro-active approach

Excellent ICT skills

An excellent command of written and spoken English

Wider Responsibilities

Attend all statutory training that is required to work within a School

Be sympathetic to the school’s aims and ethos

Be aware of and comply with, policies and procedures relating to child protection, health and safety, security and confidentiality, reporting all concerns to an appropriate person

All staff are to read the latest edition of Keeping Children Safe in Education (KCSIE) and sign the list in the office to confirm this has been read and understood

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified

Staff will be expected to comply with any reasonable request from the Headmaster to undertake work that is not specified in this job description

This job description is current at the date shown, but, in consultation with you, may be changed by the Headmaster to reflect or anticipate changes in the job commensurate with the grade and job title.

For the avoidance of doubt, the duties and responsibilities contained within this job description may change from time to time according to the requirements of the role and it is not intended to have contractual effect.