Admissions Officer

Overview
Admissions Officer role at GESS - German European School Singapore. This position focuses on partnering with families, guiding new parents and students through the admissions process, and contributing to the Marketing and Admissions department’s new student targets.
Job Purpose
Partnering with families is a guiding statement for GESS. Admissions Officers are parents’ first point of contact with GESS and strongly influence parents’ first impressions of GESS. This role ensures that new parents and students feel supported and welcomed into our community and that their needs, concerns and wishes are identified and addressed.
This role helps meet the Marketing and Admissions department’s new student number targets by proactively managing prospective families, ensuring a high conversion rate into enrolled students and high family satisfaction with the admissions process. The main point of contact for new families is liaising with other school departments (e.g., Learning Support, School Bus) and Academic Heads. Maintaining good relations and prompt information sharing are key success factors.
Key Accountabilities
Enrolment conversions (sales)
Answer parent questions and enquiries professionally and within agreed timeframes
Proactively manage prospective families through to enrolment
Consult with new families on educational pathways and options
Problem-solving and liaising with families and internal school departments to ensure a high conversion rate of applications to enrolled students
Conduct personal school tours when required
Complete all admissions tasks following SOPs and defined timelines
Parent And Student Experience
Be the first point of contact for families and ensure that communication is in line with the school’s values, brand and standards
Ensure new families feel that the process is personalised to their child/ren and family’s needs
Prepare new families for the start of school including conducting orientation and checking that all required documents and information have been submitted
Ensure a rapid response to communication, including answers from other school departments
Help new families with other school services such as Bus, CCA, VIP, ENP and language programmes
Administration And Other Tasks
Answer the Admissions hotline in a professional manner
Monitor and respond to emails received in the shared inbox
Maintain highly accurate enquiry records and record all information in all school systems and databases
Log all correspondence with the family (email, phone calls, notes and tasks)
Send out letter of offers and student contracts
Check new student records for data accuracy and follow up with the family for any missing information
Check that all new students have a valid immigration pass
Process Student’s Pass applications
Manage class lists and waiting lists and inform the Marketing and Admissions department of any grades that are full or almost full
Supervise entry tests
Review school fee payments, invoices and refund requests
Provide cover for the Admissions Team and help prospective families with enquiries during peak period or annual leave cover
School Tours and Open Houses
Assist with Open Houses and outside school events (school fairs)
School tours where required
Conduct new student orientation tours and meetings
Withdrawing students
Monitor withdrawal / termination form submissions
Update class lists and available spaces for the grade
Input leaving information into the database
Send out withdrawal letter to the family
Scan and archive the student’s paper file
KPIs
Average application processing time (complete application to approval decision) – target 80% of applications are approved with 7 days per calendar year
New student enrolment targets as set by Director of Marketing and Admissions
Zero data entry errors or missing information / documents for new students by first day of school
Knowledge And Experience
Previous sales experience essential
Customer focused attitude and experience of face-to-face and email/phone customer service
Previous experience of working within the education sector preferred
Sales or education consulting experience
Degree in any subject
Technical And Soft Skills
Strong organisational skills and the ability to manage tasks independently
Excellent communication and inter-personal skills; projecting a professional and courteous manner when representing the school
Cultural understanding and previous experience of working at an international organisation with stakeholders of different nationalities and cultural backgrounds
Proficient in spoken and written English
Working proficiency in an additional language would be a distinct advantage (German, Korean or Mandarin)
Excellent computer skills (MS Word, Excel, Outlook, Database/CRM systems)
Able to work during school holidays
Problem Solving / Decision Making Level and Freedom
Problem solve to ensure applications are on track to be approved within the KPI deadline
Refund of enrolment fees
Fair Recruitment and Safeguarding
We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.
Employment details
Seniority level: Not Applicable
Employment type: Full-time
Job function: Education and Training
Industries: Education Administration Programs
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