Admissions Assistant - Maternity Cover

Responsible to: Registrar

Salary: Grade 3.1 - £27178 per annum.

Contract Type: Full time, temporary, Maternity Cover – start date around 12th June 2026 till around 7th September 2026.

Hours of Work: Monday to Friday 8.30am – 5.00pm, 37.5 hours per week.

Key Responsibilities

• CRM, Data and Compliance Support
  • Primary user of the Customer Relationship Management system, processing all incoming enquiries, applications, and registrations with speed and accuracy.
  • Maintain the CRM as the single source of truth for all family and agent interactions, ensuring data integrity and facilitating proactive follow-up from the Admissions team.
  • Ensure all admissions data is handled with meticulous care, maintaining security and full compliance with GDPR, and relevant data is accurately captured and maintained in Engage, the school’s management information system.
  • Assist with administrative tasks required to keep admissions processes compliant with UKVI and Home Office rules, such as collating and checking required visa documentation.
  • Support the onboarding process for new partner agents and pupil guardians by preparing and tracking application packs and ensuring digital files are complete and correct.
  • Collate data for and assist in preparing regular reports to track key performance indicators.
  • Play a key support role in the implementation and optimisation of new data systems.
• Admissions Coordination and Administration
  • Assist with the coordination of admissions events, including Open Days, visits and taster days, to ensure a flawless experience for attendees.
  • Manage the scheduling of personalised tours, entrance tests, and interviews, liaising effectively between prospective families and key school staff.
  • Prepare admissions correspondence, from joining forms, to formal offer letters, ensuring all communications are on brand and accurate.
  • Support the External Relations team with the logistics for recruitment travel.
  • Provide comprehensive administrative support to the Registrar and Admissions Officers to help them deliver their strategic priorities.
• Communication and Family Liaison
  • Act as a professional, welcoming, and consistent point of contact for admissions enquiries via phone, email, and in-person.
  • Prioritise timely communication, ensuring that all family questions are answered promptly and enquiries are followed up with speed and efficiency.
  • Provide helpful information and guidance on the admissions process and our academic programmes (IB, GCSE, etc.), escalating queries where appropriate.
  • Communicate key event details and timelines to families at various points of their admissions journey.
• National and School Standards
  • Develop a strong understanding of the IB Diploma, Career Related Programme, IGCSE/GCSE, MYP and PYP programmes in order to provide clear information.
  • Contribute positively to the ethos of the School by promoting positive relationships among staff, parents, and children.
  • Demonstrate knowledge of, and uphold, all of the School’s policies, including those relating to Health and Safety and Safeguarding.
  • Demonstrate an understanding of how roles and responsibilities are shared among staff and how to work collaboratively across departments.

This is not an exhaustive list of responsibilities and duties. It is expected that the post-holder will participate in other reasonable activities which may be required to meet the needs of the School or for better fulfilment of the role.

Person Specification

Essential

• Experience working with data, and systems.
• Exceptional attention to detail and a commitment to accuracy in all tasks.
• Strong organisational and time‑management skills, with the ability to manage multiple priorities.
• Excellent IT literacy, with high proficiency in the Microsoft Office Suite and the ability to learn new software quickly.
• Excellent communication and interpersonal skills, with a professional and welcoming manner.
• A collaborative, team‑player attitude with a proactive and flexible ‘can‑do’ approach.
• The ability to handle sensitive information with discretion and an understanding of confidentiality (GDPR).
• High level of cultural awareness and sensitivity.

Desirable

• Previous experience in a detailed administrative or customer‑facing role.
• Prior experience using any form of database or CRM system.
• Experience with working with international families or within a multicultural environment.
• Experience working in a school, university, or other educational setting.
• An undergraduate degree or equivalent qualification.

If you have any questions, please contact recruitment@stleonards-fife.org.