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Wembley College : Administrative Specialist

Wembley College : Administrative Specialist

Plennegy GroupZA
10 days ago
Job description

Job title : Wembley College : Administrative Specialist

Job Location : KwaZulu-Natal, Deadline : January 20, 2025 Quick Recommended Links

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RESPONSIBILITIES :

Admissions Management :

  • Enquiry Handling.
  • Respond promptly and professionally to admissions inquiries via phone, email, and in-person interactions.
  • Provide prospective families with comprehensive information about the school’s academic, extracurricular, and admissions processes.

    • Admissions Process Coordination :

  • Organize and manage all admissions documentation, ensuring timely completion and compliance with school policies.
  • Schedule and facilitate school tours, interviews, entrance assessments, and orientation programs.

    • Follow-Ups and Communication :

  • Maintain consistent and proactive communication with prospective families, guiding them through the admissions process.
  • Collaborate with the marketing team to ensure the distribution of promotional and informational materials.

    • Record Management :

  • Maintain accurate and up-to-date admissions data within the school’s management systems (e.g., ADAM and Finance systems).
  • Generate regular reports on admissions trends and statistics for leadership review.

    • Front Office Administration.

    Reception Duties :

  • Manage the visitor sign-in process and ensure all visitors follow security protocols.
  • Serve as the first point of contact, welcoming and directing visitors, students, and staff with professionalism.
  • Manage incoming calls, emails, and correspondence, ensuring clear and efficient communication.

    • Office Coordination :

  • Assist with the preparation and distribution of school communications, such as newsletters and announcements.
  • Maintain and update student records, including attendance and enrolment data.
  • Schedule appointments and meetings for school administrators and staff.
  • Handle incoming and outgoing mail and deliveries.
  • Supervise the daily operations of the front office, including scheduling, supply management, and maintenance of a professional workspace.
  • Assist school leadership and staff with administrative support, such as document preparation, meeting coordination, and filing.

    • Student and Parent Support :

  • Provide information and assistance regarding school policies, procedures, and events.
  • Assist with student registration and orientation processes.
  • Coordinate and manage the distribution of student passes and transportation arrangements.
  • Address general inquiries from parents and students, providing timely and effective resolutions to concerns.
  • Support school events, including open days, parent evenings, and extracurricular activities, ensuring smooth logistical coordination.

    • Marketing and Outreach :

  • Assist in organising school events, meetings, and parent-teacher conferences.
  • Coordinate with various departments to ensure smooth execution of events.
  • Represent the school during in-house marketing events and tours as needed.
  • Maintain an engaging and welcoming front office display and support the coordination of marketing material distribution.

    • Financial Administration :

  • Invoice processing : Receiving, processing and tracking invoices for all and any payments made.

    • Emergency Response :

  • Assist with emergency procedures and drills.
  • Maintain and update emergency contact information and protocols.

    • REQUIREMENTS : Qualifications :

  • Education Min : Diploma in Admin, Communications and or related field
  • Ideal : Degree in Admin, Communications and or related field

    • Experience :

  • 2-3 years’ experience in admissions, customer service, administrative or clerical role preferably in an educational setting.
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