School Enrolment Registrar

Quintilian School

Quintilian School is an independent, coeducational, non-denominational Primary School from Pre-Kindergarten to Year 6 based in Mount Claremont, Western Australia. At Quintilian, we believe that our unique enquiry-based philosophy nurtures students and empowers them to become confident, compassionate, and well-rounded individuals. We embrace the Quintilian educational philosophy, a timeless approach that focuses on the holistic development of each student.

Overview

The Quintilian Enrolment Registrar completes the administration of all enrolments for Quintilian School in a professional and confidential manner. The Registrar ensures that all communication is  welcoming, professional and positive. The Registrar communicates with potential families, but also for those who are already within the School. The Registrar engages with a variety of groups including prospective and enrolled parents, past parents and alumni who are seeking to enroll the next generation. This person is often the first contact with the School and, as such, should present in a warm and informative manner. The Registrar provides high quality service to prospective parents and students.

Given the nature of the role, confidentiality in all matters is seen as significant.

Key Responsibilities and Duties: Student Enrolments

• Act as the first point of reference for enrolment enquiries, ensuring that appropriate, accurate and comprehensive information is available to prospective families
• Respond promptly and positively to all enquiries for new enrolments to Quintilian School
• Create/manage systems and processes that capture all enquiry, admissions and enrolment data
• Maintain accurate enrolment data on the Synergetic System. (e.g. student profiles, medical records)
• Manage all aspects of enrolments, with accurate records and provide enrolment statistics, projections and trends as requested
• Produce monthly enrolment for the Principal/Finance Officer to share with the School Board in the required template
• Communicate with parents throughout the enrolment process, including preparing invitations and correspondence for future students 
• Liaise with the finance department to ensure payments for enrolment fees of future students have been received
• Liaise with all teaching staff to let them know if they will be getting a new student and to share the relevant information about those students
• Process students who are exiting the School. Coordinate Withdrawal Notice forms and Bond return letters 
• Organise Open Days and Orientation Morning. (Invitations, booking rooms, liaising with staff.)
• Organise and conduct School Tours. Usually once a week at a set time. Bookings through Trybooking.
• Maintain a list of master letters/forms for enrolments.
• Maintain all relevant collateral relating to applications, waitlists, enrolments and admissions.
• Keep website up to date with all enrolment and fee information 
• Ensure the schools Admissions and Enrolment processes are compliant with best practice and legislation.
• Complete Government funding documentation/exports as required by State and Federal Education Departments.

Orientation Program

• Organise Orientation Morning in Term 4 each year for parents and new students.
• Attend and assist Open Evening/information nights for current and prospective parents and student
• The ability to work with extreme confidentiality.

Selection Criteria

Essential:

• Excellent attention to detail and accuracy of imputing data.
• Excellent interpersonal skills to enable effective communication at all levels.
• High level skills with Microsoft Office Suite (Outlook, Word, Excel).
• A relevant Degree or equivalent work experience.

Desirable:

• Experience in admissions and enrolments at a school.
• Knowledge of relevant government, national and international organisations and processes including SCASA, CENSUS, SchoolsHub, WA EdDept SIRS registration and legislation, Australian Visa classes and implications, Childsafe standards
• High competence in a digital compliance environment.
• High level skills or willingness and ability to learn quickly with Trybooking, Signup genius, Survey Monkey, Adobe Creative Suite, Canva. 
• A working knowledge of Synergetic software system for schools. Or the ability to learn quickly and even investigate new software for the future. 
• Experience in managing and prioritising a large workload.
• Capacity for initiative and creative problem-solving.
• Ability to work flexibly.
• Demonstrated capacity for intercultural understanding and communication.
• Ability to undertake First Aid / Anaphylaxis Certificate.

Skills, Abilities and Personal Attributes

• A degree and/or equivalent administrative experience.
• A background in an admissions office, with an understanding of the admissions and recruitment cycles will be highly regarded
• Demonstrated experience and commitment to providing high levels of customer service to a range of different audiences with differing needs.
• Demonstrate a  high level communication skills, both verbal and written.
• Ability to build and maintain strong relationships with a broad range of internal and external stakeholders
• Well presented with a professional, positive, warm and welcoming personality
• Strong interpersonal skills
• Ability to prioritise workload. Ability to demonstrate initiative
• Attention to detail
• Flexibility
• The ability to be a self-motivated and independent worker within a team is essential.
• Once within the role for a period of time, to be able to demonstrate broad knowledge of the school and its activities.
• Work collaboratively on any relevant policies within this area
• Conduct themselves with professionalism at all times and in line with all Quintilian School Policies and Procedures

Staff Expectations

All staff are expected to:

• Be a positive voice of support for the school with existing and prospective families, staff and others in the community

To be successful in this role you:

• Must be willing to enthusiastically embrace what the school offers and at the same time, share its values
• Must be able to multi-task and prioritise 
• Must be result focused and have great attention to detail
• Able to work independently

Additional Requirements

Some out of hours work will be required at times for special events such as information nights and promotional opportunities. Time in lieu will be granted for such times. 

Assist with reception duties as needed and be flexible in assisting with other areas of administration as the need arises.

This role comes under the Quintilian School EBA - Administration (9 weeks leave per year) and will be remunerated within the level matched according to previous experience and training.

Successful applicants must have or apply for a current Working with Children check and National Police Records check.

Part-time candidates welcomed.