Office and Admissions Manager

English Schools Foundation; Hong Kong; On-site; HKD 420,000 - 620,000; Full time

Job summary

The English Schools Foundation (ESF) Peak School in Hong Kong is seeking an Office and Admissions Manager to lead the School Office and drive admissions from inquiry through registration and beyond.

You will oversee data systems, coordinate interviews and assessments, and manage communications with prospective families while maintaining ESF policies and timelines.

Qualifications

• Excellent written and spoken English; Cantonese conversational ability is highly desirable.
• Experience in a complex customer service or front-office environment is preferred.
• Understanding of admissions policies and procedures.
• Strong IT skills including word processing, databases, and spreadsheets.

Responsibilities

• Manage Admissions efficiently in line with ESF policy and oversee the student journey from inquiry to registration and withdrawal.
• Respond promptly to prospective families via email, phone or other platforms.
• Maintain application data on OAS and coordinate with ESF Admissions for interviews and offers.
• Schedule interviews, ensure documents are submitted, and prepare forms for assessment teams.
• Coordinate meetings with parents and applicants, handle deferrals and offers, and manage related paperwork.
• Track admissions activity and maintain waiting lists, reporting numbers to leadership.
• Lead daily office operations, provide PA support to the Principal, and supervise site staff and facilities coordination.

Skills

Excellent communication

English fluency

Cantonese desirable

Interpersonal skills

Organizational skills

Education

Business/Office Administration degree

Tools

OAS / Sentral data systems

Word processing

Databases

Spreadsheets

Job description

The Office and Admissions Manager is primarily responsible for organising and supervising all administrative activities to facilitate the smooth running of the school and office, including managing Admissions efficiently and effectively in accordance with ESF policy, overseeing each student’s journey from first inquiry to final registration, as well as their transition when leaving Peak School.

Role Overview

Reports to: School Principal and Vice Principal (Admissions)

Core Purpose: Lead the School Office team.

Drive student recruitment, hit enrollment targets, and deliver a welcoming, premium experience for all parents.

Key Focus: Primary school admissions require a gentle, highly approachable style that builds deep trust with parents while appropriately assessing young learners.

Admissions Manager role

Admissions and Enrollment Management

Manage Inquiries: Manage all enrolments to the school by providing an efficient and effective admissions procedure in accordance with ESF admissions policy

Respond promptly to prospective family inquiries via email, phone, or other platforms in an orderly and timely manner

Manage and efficiently maintain application data on OAS (the ESF online admissions system)

Assessments & Placement

Liaise with ESF Admissions to schedule interviews and ensure all necessary documents are submitted.

Screen applications to the school to ascertain whether to proceed with the application based on admission criteria; ensure requisite supporting documentation is supplied, and the application fee payment has been made

Prepare and organise assessment forms and submitted documents for review by the assessment team.

Liaise with the Vice Principal to submit to ESF Admissions all assessment forms for offers

Organise and schedule an interview/assessment for applicants

Coordinate meetings with parents of individual applicants and/or further interviews where necessary

Handle all paperwork regarding interviews, schedules, meetings, deferrals, and offers for the whole school

Record admissions activity case by case for both accepted and rejected applicants for future reference.

Waitlist Management

Manage waiting lists relating to the availability of places and report to the Principal/Vice-Principal on student numbers and waitlist

Maintain clear communication with families on waitlists, and communicate directly with families about declined applicants.

Report formally and informally to the Principal/Vice-Principal on student numbers and waiting lists

Manage data tallies and spreadsheets of current admissions, as well as predicted numbers

Transition and withdrawal

Observe the central admissions timeline for Year 1/Year 7 applications as determined by ESF, and ensure the set deadlines are met

Organise observation forms for Kindergarten visits

Liaise with the Vice Principal to organise Y1 interviews

Ensure the ESF central admissions timeline and deadlines for Year 1/Year 7 applications are met, following up with parents where necessary

Relationship Building and Marketing

Represent the school at official meetings of the ESF Admissions Group

Liaise on a regular basis with other ESF schools

Organise open houses, lead personalised campus tours, and, where appropriate, virtual information sessions for prospective families.

Present the primary school's curriculum, culture, and values with enthusiasm

Administration and Data Analysis

Data Tracking: Maintain accurate student records using OAS / Sentral

Reporting: Generate regular enrollment forecasts, demographic breakdowns, and admission conversion reports for the school leadership team

Compliance: Ensure all student admissions meet local government and visa/immigration regulations

Office Manager role

Lead and manage the daily operations of the school and office

Provide PA Support to the Principal and the School Council

Represent the school at official meetings of the ESF Admissions Group

Manager of the site supervisor and the site workers

Coordinate issues related to site management

Manage and oversee the administration of the office to ensure a smooth and efficient operation

Lead the administration team to deliver a consistently high level of customer service and support the company’s day-to-day operations to ensure the process is efficient and effective

Work as backup and provide administrative support to the department heads, business manager and COO, as required

Manage the maintenance of the office, working with Facilities Development Department of ESF and the landlord

Ensure that administrative processes, policies and procedures are maintained

Perform other duties and assume accountabilities as apparent or as delegated, including mutually agreed-upon objectives

Working alongside the Finance team, approve and report on monthly payroll for teaching staff, educational assistants and support staff

Assist Management with aspects of recruitment, including but not limited to screening candidates, arranging interviews, supporting the interview panel, communicating with candidates and appropriate channels to ensure a smooth onboarding process

Requirements

Competencies required: Excellent oral and written communication skills in English, with fluency in Cantonese highly desirable

Good understanding of ESF admissions policy and procedures

High-level interpersonal and customer service skills with the ability to work with difficult people/ customers

Good IT skills, including word processing, database and spreadsheets

Reliability, initiative and problem-solving skills

High-level organisational skills and the ability to work under pressure

Experience required

A business or office Administration degree or a similar course is an advantage

Years of relevant experience in a complex customer service role with administrative support experience are an advantage

Applicants must be a permanent Hong Kong resident or possess a valid visa to work in Hong Kong.

For enquiries, please contact Maria Brusuelas @ 28497211 or Email: [e-mail]

Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date. We strongly recommend early applications as we reserve the right to appoint candidates earlier than the closing date.

By applying for this position, your application may be considered for other opportunities (senior-level roles, head of department, etc.) within ESF.

Equal Opportunities Employer

ESF is an Equal Opportunities Employer

The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations.

Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request.

ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment.

We adhere to rigorous recruitment practices, with all appointments contingent upon an interview, identity verification, criminal background checks (including ICPC, SCRC, and other international background checks as appropriate), assessment of social media presence, and positive references.

In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines, ESF may perform online checks for all shortlisted candidates prior to the interview.

About Us

The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds. There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools. www.esf.edu.hk

About the Team

ESF Peak School opened in 1911 and grew rapidly to serve the needs of the community in the area. We are a 2-form entry school with 360 student places in Year 1 to Year 6. At Peak School, our mission is to become effective communicators, confident critical thinkers and enthusiastic life-long learners. In partnership with our community, we strive to have integrity and be socially responsible global citizens. The school prides itself on being a community school that respects and appreciates the contributions of everyone involved. We offer the IB PYP, which is based on an inquiry approach to learning. Our highly committed and skillful staff ensure that children experience the joy of learning through a curriculum that is relevant, significant, engaging and challenging. At Peak School, students are supported and encouraged to enhance their sense of wonder and creativity through exploration and experimentation, making mistakes and learning from them along the way. Students at Peak School have a lot of opportunity to exercise leadership skills and participate in a range of arts, environmental, and sporting activities. The school is fortunate to be nestled within the lush hills of The Peak, where we are surrounded by nature and have easy access to trails. The school also boasts of a large playing field, a well-resourced library, and a cosy garden. Most of all, we are proud of the strong family atmosphere that the Peak School community has fostered for over a hundred years.

https://ps.esf.edu.hk

Our vision is for every student to be the best that they can be. Our mission is to inspire creativity and nurture global citizens and leaders of the future.

We do this by creating joyful learning environments, led by a community of exceptional teachers who bring out the best in every child through a personalised approach to learning and by inspiring curious minds.

Privacy Policy https://www.esf.edu.hk/privacy/ (Personal Data Handling & Data Privacy Policy included in this page: https://www.esf.edu.hk/wp-content/uploads/2025/02/ESF-Personal-Data-Handling-Data-Privacy-Policy.pdf)

Disclaimer https://www.esf.edu.hk/disclaimer/

Diversity, Equity and Inclusion (DEI) Statement https://www.esf.edu.hk/dei_statement/