BEDE’S Job Description
Job Description
To recruit outstanding pupils to Bede’s School in line with
agreed annual recruitment targets and maintain all current pupil
records for the Trust.
The post holder will be responsible for managing the day to day
running of the Registrar’s office, providing an efficient and
friendly service to all internal and external customers.
The post holder will also be responsible for ensuring that
management information regarding the current admissions
picture as well as trends and projections are available.
Job Title:
Reporting to:
Admissions and Data Manager
The Admissions Registrar
Key Purpose of the
Job
Written by:
Date:
Ros Nairne
March 2015
Key Accountabilities
(Statements of ‘deliverables’ required. All jobs should have between 5 & 8 accountabilities (maximum of 10)
1. Administration and Customer Service
The Admissions and Data Manager will provide a personal and professional admissions
service to all parents and enquirers that will maximise the recruitment of pupils against
set targets and positively reinforce the Bede’s brand by ensuring customers have access
to the information they need. Key responsibilities are as follows:
a) Parents
 Handling parental enquiries via email and telephone, balancing the necessity of
dealing with high volumes of enquiries, with the imperative to ensure that every
individual family feels that they are provided with an efficient and highly
personalised level of service.
 A priority will be ensuring that offer letters to parents go out every week, in
consultation with the Registrar and Headmaster.
 Ensure that the management information system (iSAMS) is kept updated with all
relevant information about parents from enquiry point through to accepted place.
 Ensure that systems are in place by which parents who have accepted a place
receive the information and forms they need prior to their child starting at the
school (for example options forms, invitations to welcome events, guides etc)
 Co-ordinating the programme of follow up calls for parents who have either been
i) offered a place and not yet accepted or ii) visited the school for a tour/chat and
not yet taken their application forward.
 Supervising the visits schedule, ensuring that the Front of House Co-ordinator
has all the information required to put together a high quality programme and that
all information is up to date on iSAMS.
 Support the Registrar in providing a truly exceptional level of “after care support”
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BEDE’S Job Description

following interview or visit, providing information to families on travel, academic
programmes, Legat, sport.
Drive forward the review of, and where necessary upgrade of, the admissions
processes, including the introduction of the iSAMS CRM functionality in order to
improve efficiency and enhance customer service.
b) Agents
 To provide a first point of contact for all agents, discussing prospective families,
providing information as required and co-ordinating arrangements for visits with
the Front-of-House co-ordinator and Registrar.
 Ensuring that following interview, agents receive timely information regarding
offers or declined applications.
 To be proactive and intuitive in ascertaining information from agents, regarding
reasons that places have been accepted or declined and ensuring that these are
recorded in iSAMS and reported to the Registrar and DCMD.
 To ensure that systems are in place (via iSAMS) for regular updates to be
provided to agents and to be forthcoming with suggestions about what
information agents need to receive from us.
c) Feeder Schools
 To support the Registrar in communicating with Heads and other key members of
staff in feeder schools, principally by acting as a trusted deputy to the Registrar
with regard to enquiries and approaches from feeder schools.
 To be proactive in working with the Marketing Department to ensure that
communications with feeder schools contain relevant information.
 To develop particularly close lines of communication with the Admissions
Manager, Registrar, Head of Learning Enhancement and Headmaster at Bede’s
Prep School
 To ensure that relevant information is obtained about pupils during the
admissions process, and then again prior to starting at the school including
references, welfare, Child Protection, etc.
d) Staff
 To work particularly closely with the Marketing team; being proactive and
supportive of their work and critically working with them to provide evaluation of
marketing campaigns, through enquiry/visit levels.
 To ensure that staff within the school, particularly Housemasters/mistresses, are
provided with the information they need about prospective pupils during the
admissions process and then prior to a pupil starting at Bede’s, and that the
provision of high quality information is something embedded and systemic as well
as intuitive and that all channels (verbal, email and telephone) are used
appropriately.
 To support the Registrar in seeking feedback about applications which require
wider consultation, for example SEN or Sixth Form cases in order to ensure that
we are able to offer an appropriate education to a child and that all staff
understand the type of support a pupil requires before an offer is made.
2. Reporting and Analysis
Much progress has been made in improving the admissions data and monitoring
progress against targets. However, more needs to be done to extract and manipulate
data throughout the recruitment and retention cycle in order to generate intelligence that
will inform the marketing and admissions strategy and the School’s business planning.
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BEDE’S Job Description
Key responsibilities will be:
a) The updating and circulation of the weekly dashboard which provides the
Headmaster, Finance Director, Director of Communications, Admissions and
Development and Registrar with a regular and accurate snapshot and analysis of
admissions numbers.
b) To lead on all analysis with regard to trends, projections etc, ensuring that the
Headmaster, DCAD,a Finance Director and Registrar have all the information
they require.
c) To become an expert user of iSAMS to generate data and management
information, working closely with the School’s Data Manager.
d) To be proactive in generating analysis and reports, providing data on areas such
as international recruitment, boarding patterns, feeder schools, agents etc.
e) To work closely with the Marketing Dept to identify creative ways of tracking
marketing campaigns and attributing leads to specific activity.
f) To provide ongoing reports and propose interventions for cohorts of families who
have visited for Open Days.
3. Compliance and Policy
The management of efficient records for both new and current pupils is important for the
running of the school and for inspection and compliancy purposes. Key responsibilities
include:
a) Processing a CAS for every Tier 4 pupil in time for entry to the school.
b) Supervising the database of Tier 4 pupils to ensure that all pupils have the
relevant and up-to-date visas, guardian and other information required by the
Home Office.
c) Dealing personally with any challenging visa cases or supervising the Pupil
Records Assistant.
d) Reporting any pupils who do not return to school to the authorities.
e) Leading the preparation for and response to regular Home Office inspections,
and ensuring that regular reviews of documentation are completed.
f) Taking personal responsibility for ensuring a high level of knowledge regarding
Home Office Tier 4 sponsorship obligations and cascading as required.
g) To review and update the Senior School Admissions Policy on an annual basis.
h) To update all pupil records on an ongoing basis to ensure that all relevant
information about a pupil is kept centrally.
4. Staff Management
To lead and manage two direct reports: Admissions Assistant and Pupil Records
Assistant, taking an active role in embedding the right cultures and practices within the
office and keeping staff motivated and fully effective in their roles.
5. Scholarship Programme
To support the Scholarship Manager throughout the year as required, but particularly
with the administration and running of the two annual 13+ and 16+ scholarship
programmes.
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BEDE’S Job Description
Measures
(Need to provide details of the key performance indicator(s) used to measure the effectiveness of delivery
against each accountability)
Administration and Customer Service
 Bede’s performance in relation to annual admissions targets (as set by the HM)
 Consumer reviews and/or surveys of joiners, decliners and feeder schools
 Internal and external ‘brand’ audits
 Internal feedback from staff as part of the annual review programme.
Reporting and Data Analysis
 Quality of termly analysis reports and weekly dashboard outputs
 Evidence of improved marketing effectiveness due to response analysis
undertaken.
Compliancy and Policy
 Good inspection outcomes
Line Management Responsibilities
The job will involve line management of the following people:


Admissions Assistant
Pupil Records Manager
Although the post holder will not directly line manager the Admissions Manager at the
Prep School, he/she should be active in providing professional support and ensuring
information is cascaded on any “through school” applications or compliancy issues.
Key Skills and Experience: (Knowledge, Experience, Skills & Abilities)
(List all relevant qualifications & length of post-qualification experience, or in-the-job experience, that is
necessary)

A confident people-person with a strong ethos of customer service and a strong
personal ability to promote what makes Bede’s special.

Excellent computer skills, including proficiency with databases, Excel, MIS systems
(iSAMS preferred), alongside good numeracy skills, to give the post holder the ability
to extract, manipulate and interpret data and trends.

Excellent written and oral communication skills, and extremely presentable.

Highly organised with experience of working under pressure and to targets.

An ability to think strategically when required.
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BEDE’S Job Description

A good team player who is able to manage and motivate people.

A strategic thinker

Understanding of the importance of brand.

Some understanding of the independent education sector would be advantageous.
Key Interfaces:
(Internal and External organisations or people (including job title) with whom you have regular contact)

Prospective parents and pupils

Admissions, Marketing and Development staff (including Scholarship Manager)

Headmaster

Year heads and Hms as well as other staff involved in interviewing and meeting
families

Bede’s Prep School and other feeder schools

International agents
Operating Environment and Context of the Role:
(The most challenging features (and reasons) of the job; any critical time constraints, the impact, influences
and consequences of the work done etc.)
A key challenge of the job will be to balance the quantity of enquiries and visits with the
imperative to deliver the highest possible levels of customer service and the best
experience possible for every individual enquiry or visit.
Ultimately the independent school market is a challenging one and there is the ongoing
need to maintain and grow market share as well as the quality of pupils recruited.
Establishing a culture within the office, and in the school more widely, where information
provision and data is provided proactively and used in making decisions. The
Admissions and Data Manager will demonstrate a passion for creating and maintaining
the very best information systems and providing management information in a way which
sets a precedent for others within the school.
Safeguarding:
(Details of responsibilities in relation to Safeguarding regulations and any other legal entity or any other
governance and compliance. Our minimum statement is stated below and should appear in all job profiles
along with any further specific requirements for the role)
Bede’s School complies fully with the DfE Guidance ‘Keeping Children Safe in Education’
and is committed to safeguarding and promoting the welfare of children and young
people. The jobholder is expected to share this commitment and comply with all
associated internal policies and procedures.
In addition the job holder will ensure that all staff under their direct control understand
and comply with Safeguarding policies and procedures and work with the relevant
colleagues so as to make sure that all children are safe at all times.
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BEDE’S Job Description
Delegated Authority:
(Clear statement of any Delegated Authorities, to ensure we have clear, documented control over who can
perform what task)
Organisation Structure Chart:
(An organisation structure chart should be attached which highlights the reporting relationships. It should
show where the job fits within the overall structure (reporting to, peers, direct reports etc) including dotted
line reports where appropriate)
Organisation chart attached
Job Holder:
Name:
Date:
Job Title:
Approved
senior
manager:
Approved
Business
Manager:
by
Name:
Date:
Job Title:
by
Name:
Date:
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BEDE’S Job Description
Organisation Chart
Headmaster
Prep School
Headmaster
Director of Marketing,
Admissions &
Development
Registrar
Events & PR Manager
Admissions & Data
Manager
Front of House
Coordinator
Scholarship & Feeder
School Manager
Website Manager &
Copywriter
Alumni Assistant
Marketing Executive
Prep Admissions
Pupil Records
Administrator
Admissions Assistant
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