Position Description: Admissions and Parent Experience Executive

Royal Grammar School Guildford (the RGS), one of the UK’s pre-eminent independent schools, and Cognita, the leading global schools’ group, is seek a dynamic and experienced Admissions and Parent Experience Executibe for their new school, the Royal Grammar School Guildford Dubai (RGS Guildford Dubai).

A co-educational school with students aged 3 to 18, RGS Guildford Dubai will blend the RGS values of scholarship and community with the vibrancy of Dubai, offering an exceptional educational experience where academia is only one facet of a far richer experience and an extraordinary array of opportunities.

The Admissions and Parent Experience Executive is a key position, as the first point of contact for the parent community, providing accurate and efficient world class customer experience, support and administrative services to all parents and their families. The candidate for this role will play a crucial role in supporting the development of the pupil roll and is responsible for effectively managing the Admissions process from initial enquiry right through to the pupil joining the School.

This includes maintaining relevant records, generating all correspondence on enquiries, organising and leading school tours, as well as open days, and supporting the Admissions, Marketing and FOH teams to create an exceptional parent and pupil journey.

The successful candidate will need to understand the local market, and the school’s value proposition, appreciating the needs of parents and pupils and in doing so, support a programme that effectively sells the school to convert prospects and make them a strong advocate for Royal Grammar School Guildford, Dubai (RGSGD)

Job Title: Admissions and Parent Experience Executive
Department: Front of House
Reports to: Admissions and Parent Experience Manager.
Start Date: June 2024

Purpose

The Admissions & Parent Experience Executive will be at the heart of delivering outstanding customer service, and a high level of support to new and existing parents, acting as the initial and continual point of contact. The role is responsible for supporting the School Leadership Teams and Admissions from initial enquiry to enrollment, as well as maintaining ongoing relationships with families to ensure satisfaction and retention. Your role will require a complete understanding of the school’s activities, events, and policies, to promote the school’s profile, enhance parent engagement, and drive enrollments.

Key Accountabilities

Customer Experience Champion:

• Serve as the first point of contact for new and existing parents, providing exemplary customer service, and ensuring that all feedback is managed with care and professionalism.
• Manage and qualify leads, and handle phone enquiries with attentiveness and detail.
• Manage the logistics of school tours, open days and assessments, ensuring confirmations are sent, and followed up, and all participants have a memorable experience that showcases the school’s ethos.

Admissions Process Management:

• Effectively present school enrolment reports in all key areas of Admissions: Enrolments, Leavers, Assessments, and Tours; weekly to the School Leadership Team and Head Office.
• Ensure accurate tracking and management of prospective and current student data in CRM and school management systems.
• Facilitate the collection of necessary documentation from parents, ensuring accuracy and timeliness in our systems. Maintain CRM data integrity and sanity to support informed decision-making.

Community Engagement:

• Maintain a thorough understanding of the school's programmes, policies, and culture to effectively communicate with prospective families.
• Collaborate with Cognita’s Marketing team to promote newsworthy stories across social media and other channels, ensuring the school’s achievements are celebrated and shared with the community.
• Support the organization and delivery of school events, enhancing the school's profile and engagement with both internal and external communities.

Enrolment and Onboarding:

• Facilitate the enrolment process, from accepting offers to collecting documentation and ensuring compliance, making every family's transition into our community as smooth as possible.
• Coordinate onboarding for new students, ensuring all introductory communication is timely, informative, and up to date. Action emails for future enrolled families, keeping them informed and excited about joining the school community.
• Uphold the highest standards of communication and operational efficiency in all interactions with families, from initial inquiry to ongoing engagement.

General Responsibilties:

• Embody and model the school's values in all communications and interactions, fostering an environment of kindness, fairness, and ethical conduct.
• Adhere to and actively support safeguarding policies and practices, demonstrating a steadfast commitment to the safety and well-being of our students.
• Respectfully maintain professional confidentiality and follow all school policies and guidelines.
• Pursue professional development opportunities and contribute to the overall positive atmosphere of the school community.

Person Specification

Qualifications:

• Diploma or Degree level qualification
• Candidates with a degree in any discipline or a degree in Education are preferred.

Knowledge:

• Good knowledge & level of understanding of UK curriculum schools and KHDA regulations
• Efficient time management and effective use of work resources and the ability to prioritise demands for duties with deadlines for completion.
• Excellent Inter-personal skills, a positive personality with lots of energy
• Motivation, curiosity and intellect to glean and understand key information about the Company’s activity and commercial intentions
• Attention to detail is a must
• Ability to present documents in an accurate and professional manner
• Ability to organise work activities according to priorities and meet deadlines
• Demonstrates experience to work effectively within a team and independently
• Excellent written and spoken communication skills and presentation.
• Committed to achieving the goals and objectives specified for the team
• Computer Literacy: an effective user of Microsoft Office: Word, PowerPoint, and Excel; skilled in CRM and ISAMS
• Outstanding time management and organisation skills
• Result oriented and driven by successful outcomes

Experience:

• Experience in customer service, preferably in an educational setting, with a track record of excellence in parent relations and community engagement.
• Excellent communication skills, both verbal and written, with the ability to engage with a diverse parent population.
• Strong organizational skills, with an aptitude for managing multiple projects and priorities effectively.
• A proactive approach to problem-solving and a commitment to personal and professional growth.

Key Relationships

Internal: Pupils, Principal, All Staff and Students
External: Parents, All visitors, Third Party providers

Capabilities and Qualities:

• Enthusiasm, initiative, reliability
• Discretion and integrity
• Collaborative approach, and ability to work independently
• Ability to work in a fast-moving environment, managing conflicting demands and priorities
• Efficiency, flexibility and adaptability are essential
• Attention to detail
• Ensure a thorough awareness and practical application of the policies and procedures

Working Conditions:

• 8am – 5.00pm or as required
• Meetings as required

Salary: The salary and benefits package reflects the fact that the school is committed to excellence

Application

Candidates are requested to submit the following documents:

1. Completed application form
2. Covering letter not exceeding two A4 pages Please send your application through the submission form below.

RGS Guildford Dubai is committed to safeguarding and promoting the welfare of all of its employees and students. A police check is a pre-requisite for all appointments and a vetting procedure is applied to all appointments.

This role profile is not exhaustive and may be changed at any time to meet the changing requirements of the school. This role profile does not direct any particular priorities or amount of time to be spent carrying out these duties.