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The Aquila School
Dubai, United Arab Emirates
Date Added: May 17, 2022

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Job Pack – Registrar


As we continue to grow, we are looking for a qualified and experienced KHDA Registrar to join our growing team.

For all staff in school we share a responsibility to ensure that children are safe and properly supervised at all times. Our school is committed to ‘amazing learning’- providing enjoyable and meaningful learning experiences so that every pupil makes as much progress as possible. All staff are expected to adhere to The Aquila professional code of conduct and commit to promoting our vision – ‘A happy community school with amazing learning at its heart where pupils are empowered to make choices, engage in meaningful learning experiences and make exceptional progress’. Our focus is providing children with amazing learning and to be the school of choice for the community we serve.

The Aquila School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history

Key qualities and skills:

  • To be friendly, approachable, professional, discreet and knowledgeable, able to work independently and as part of a team
  • To be able to speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally and in writing in both English and Arabic
  • To plan, organise and prioritise time and workload in order to accomplish tasks and meet deadlines


Core purposes:

  • To lead the registration process from the point of a child becoming enrolled are met
  • To take an active role in the day to day running of our busy school
  • To be a role model to all community members in terms of efficiency and positivity
  • To actively promote the school to support our vision of becoming the school of choice for our community.
  • Be the key person in liaison with KHDA authority
  • Ensure that Engage is up to date and reflecting accurate information


Key duties include:

  • To ensure the school educational permit and other requirements of the local regulatory authority including advertising and school CAS event approvals are met.
  • Maintain the tracking sheet for all required documents from new families are accurate
  • Liaise with finance and admissions to follow up on registration deposit payment
  • Liaise with head of primary on starting date for new children
  • Lead the process for re-enrolment and provide regular updates to SLT, head of admissions and ISP admissions regional director
  • Ensuring the school has relevant documentation for each pupil
  • Managing the school’s pupil database - Engage including templates and communication and ensuring all documents are on the DMS or shared drive and accessible in case of need
  • Ensuring all compliant and timely submission of pupil records to and from KHDA
  • Manage the relationship of enrolled families until they join, sharing the welcome letter, parent handbook, newsletter, and familiarisation events
  • To support Admissions as required, where it does not interfere with the above core duties
  • To work with the leadership of the school to maintain the documents relating to admissions issues and pupils who are leaving
  • To assist with organising in house or off-site activities for the school community
  • To maintain a visible, professional and high profile within the school
  • To support the day to day running of the school for example- reception duty, meeting guests etc. to ensure smooth running of the school
  • Liaising with KHDA and other regulatory authorities to ensure the school is compliant (including opening new classes and grades, seeking approvals for exemptions, submitting end of year results and promotions) and seeking the relevant approvals for activities, events, advertisement, etc... and to build up a positive relationship with these organisations
  • To support the Head of inclusion with the SEN requirements/documentation with KHDA
  • To ensure the leaving processes for the children are met as per school policy and KHDA regulations
  • Ensure accurate reconciliation between both databases on KHDA and Engage
  • To be the families point of contact for any special requests (enrolment/transfer/fees letters, KHDA certificates, etc.)
  • To support the admissions teams with open day, activities, events, etc.


In addition, all staff are required to carry out any tasks required by the school or the regional office to facilitate the smooth day to day running of the school


To be line managed by the Head of Admissions.

Hours of work- 8.15-5pm Monday to Thursday and 8.15 am to 1pm on Fridays plus occasional evening and weekend work

Friday afternoons – the school is open to see families and admissions and senior staff work about one in four Friday afternoons on a rota basis

Holidays- 30 working days per calendar year


Person Specification:



Excellent English & Arabic speaker


Experience of working in a school in a similar role


Bachelor’s Degree from a relevant field


Articulate, communicative, and able to present information in a concise and professional manner


Well organized and able to prioritize tasks


Excellent customer service skills


Ability to initiate opportunities for self and others and to find solutions to ensure tasks are completed within specified timescales.


Ability to negotiate, persuade and motivate others

At least 4 years of working experience in UAE


Experience in sales and/or marketing; preferred experience in UAE schools


Knowledge of Hubspot and Google analytics




To get a flavour of our school please visit our website and follow us on social media.


About the International Schools Partnership Group

The Aquila School is owned by a London based company called 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, Spain, Costa Rica, Chile, the United Arab Emirates, Qatar, Malaysia, and Mexico educate children and pupils from 2-18 years of age. We have now expanded to 40 schools delivering multiple curricula and building on local brands and reputations with around 30,000 pupils and 5,000 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.

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