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Admissions Admin Assistant - Maternity Cover - Jul 2024

Aspen Heights British School
Abu Dhabi, United Arab Emirates
Date Added: Feb 6, 2024

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Job Description

Position Details

Position Title

Admissions/Marketing Assistant



Report to (Title):

Admissions and Communications Manager

Direct Reports:

Indirect Reports:

Aspen Heights British School (AHBS) is a truly inclusive school based on the outskirts of Abu Dhabi. We are proud of our inclusive ethos and our commitment to ensuring all children are provided with personalised learning experiences and the proper support to ensure they can make progress in learning in all areas.

Core Purpose:

The Admissions Assistant will be a true ambassador of the School, providing a professional and highly focused customer-service approach. As a representative of the School, the post holder will also work to develop links and partnerships with the parent, businesses, and local community contacts to support mutual development and growth whilst raising the profile and position of the School. The post holder will be responsible for managing and converting leads to maximise pupil numbers.

Main Responsibilities:

  • Manage leads and translate leads into enrolments to maximise pupil numbers
  • Support lead generation and school awareness through in school events and local partnerships to help the school become the school of choice for the local community
  • Take an active role in the day to day running of the school in relation to admissions
  • Follow up on all new enquiries within one working day, answering questions and converting enquiries to admissions meetings with Principal or Head of School
  • Liaise with families about all aspects of the admissions process, following up in line with the admissions and chasing processes of the school, working alongside the admissions team members to ensure appropriate split of call volume and chasing
  • Following up after meetings for all their appointments, up to and including an offer being made, and liaising with the registrar and finance so there is a smooth hand over for offers
  • Lead parent tours and support meetings as required
  • Manage and maintain the appointment calendar, chasing any missed appointments, and ensuring the welcome area for parents is prepared before meetings to ensure the best journey through the school
  • Managing the event calendar with the School Leaders to include parent recruitment events, promoting these events with the support of marketing, and running these events to maximise student recruitment with the School Leaders.
  • Managing the multiple databases of parent enquiries
  • Participate regularly in the admission/marketing team meetings and to share information with the school leaders and ISP daily
  • Contribute to the wider life of the school
  • Cover the reception desk as required on a daily basis and support the general administration of the school
  • Contribute to the weekly KPI and capacity reports, enrolment reports and pipeline reports, with the support of the Registrar and head of admissions, due to ISP on a weekly basis, sharing data analysis with suggestions as opportunities arise
  • Manage and set up the appointment calendar
  • Be a primary contact for new incoming enquiries via a range of sources
  • Organise admissions meetings and open events, guiding families through the admissions process to enrolment while providing state-of-the-art customer service
  • Regularly reviewing and developing admissions documents, parent communication platforms and templates, and marketing collaterals to ensure accurate information and best practice
  • Work with parent-facing administrative staff closely, to ensure the first impressions of the school are excellent leading to positive visitor experience
  • Support on effective continued support and communication to new families after students enroll at the school - after sales care

Measures of Performance

  • Targets will be set for maximum conversion through the admissions funnel, being proactive in growing the number of enrolments in the school and managing engagement events in school
  • KPIs are based on the number of enrolments in the school

Health and Safety

  • Emphasizes the importance of safety in all areas of the curriculum, communicating to the pupils the importance of a responsible attitude towards personal safety, the safety of others and respect for Aspen Heights British Schools property and equipment
  • Safeguard Aspen students
  • Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities
  • Assist in implementing all policies and rules governing student life and conduct
  • Ensure that, all the necessary health and safety rules and procedures are being followed
  • Maintain an awareness of all the health and safety measures to be taken when in school

Communication & Working Relationships






Knowledge & Skills

Minimum Educational Qualifications Required for the Role

Bachelors Degree in Administration from any recognised University

Minimum Years of Experience Required

3 years of school admissions or sales

Language Skills

English is mandatory

Arabic is mandatory

Special Skills and Abilities


  • Ability to sell our school to families who have expressed an interest
  • Be warm and personable
  • Highly detail-oriented and organized
  • Knowledge of the regulations, policies and procedures related to the assigned activities
  • Ability to meet a constant stream of deadlines
  • Proven ability to work both independently and collaboratively with different levels of employees
  • Ability to coordinate & collate data
  • Skilled in the use of student registration and management systems
  • Good interpersonal skills, using tact, having patience, and showing courtesy to all stakeholders
  • Excellent knowledge of ADEK policies and eSIS filing
  • Motivation to work with people, a positive attitude, and a friendly personality
  • Being a calm and empathetic person, with an understanding of young people
  • Excellent command for MS office
  • Ability to maintain accurate records
  • Records, Reports and Correspondence by use of spreadsheets and databases
  • Computer literate
  • Customer Service skills, and interpersonal skills.
  • Willing attitude to be a part of the school team
  • Strong sense of professionalism
  • Safeguarding and welfare of children
  • Excellent communication skills and command of the English language, in spoken and written form
  • A collaborative team-player with excellent interpersonal skills
  • Behavior management


  • Empathetic listener
  • Integrity and confidentiality
  • Internationally minded
  • Emotional intelligence
  • Intercultural awareness, creative
  • Flexible and a can-do attitude

Whilst every effort has been made to explain the main duties and responsibilities of the post, each individual task undertaken may not be identified.

Employees will be expected to comply with any reasonable request from a manager to undertake work of a similar level that is not specified in this job description.

Employees are expected to be courteous to colleagues and provide a welcoming environment to visitors and telephone callers.


Line Manager:




The International Schools Partnership

Aspen Heights British School is part of The International Schools Partnership (ISP).

The International Schools Partnership (ISP) is a growing group of committed colleagues in financially responsible schools around the world, all of which aim to be the school of choice in their local area. Learning is at the heart of everything we do for our pupils, colleagues and parents. We are committed to getting better, all the time.

ISP was founded by an experienced team of committed educationalists and commercial operators who have worked together over many years. Our growing group of private schools located in the UK, the USA, Europe, Costa Rica, Chile, Colombia, Ecuador, the United Arab Emirates, Qatar, Malaysia, Mexico and Peru educate children and pupils from 2-18 years of age. We have now expanded to 45 schools delivering multiple curricula and building on local brands and reputations with around 45,000 pupils and 7,000 staff located across the globe.

We believe that successful schools are the ones that put learning at the heart of everything they do, always aiming to create rounded individuals that are able to forge successful careers and lives in a rapidly changing world. Our goal is to enable our schools as the leading school of choice in their local area. We are a truly international group working in different cultures and speaking different languages. We work across countries and cultures, too, by working with each other and with other schools and communities. At ISP we continue to engage with schools around the world who are interested in becoming part of our global group of schools and look forward to welcoming more pupils and staff to the group.

All our schools:

Help children and pupils learn to levels that amaze them.

Inspire children and pupils to be successful now and equip them to be successful later.

Are truly international, working in partnerships within and across regions, cultures and languages.

Aim to be the schools of choice for children, pupils and their families, wherever we are.

Aspen Heights British School is committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. All shortlisted candidates and post holders are subject to appropriate International Criminal and Child Protection Background Checks or equivalent, covering the previous 10 years of employment history. Aspen Heights British School recruit teachers in several ways including direct application to the school and through international teacher recruitment agencies and organizations.

Human Resources Office

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Job Description

Version date: February 2021

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