The Hampshire School Chelsea Hiring for HR, Admissions & Administrative Front of House Job at London, England Full Time

HR, ADMISSIONS & ADMINISTRATIVE FRONT OF HOUSE MANAGER

Chelsea, London

COMPANY DESCRIPTION
The Hampshire School Chelsea is a leading co-educational London day school offering Early Years,
Pre-Preparatory and Preparatory. Located just off the King’ Road in the former Chelsea Library, the school offers an outstanding curriculum driven by exceptional teaching. The school’s historic setting inspires children to achieve their best, discover their own unique abilities and interests whilst aiming high academically. Working in partnership with parents, the School empowers pupils to become lifelong learners in preparation for their future lives with all children transitioning successfully to a broad range of day and boarding schools in London, across the UK and abroad. The Hampshire
School Chelsea is part of the GEMS Education group and its European subsidiary, Bellevue Education; a family of schools across the UK and in Europe with headquarters in London, UK.

JOB DESCRIPTION
We are seeking to appoint an experienced and highly capable HR, Admissions & Administrative Front of House Manager. The successful candidate is responsible for the management of staff recruitment, generating admissions enquiries, maintaining an effective admissions process to support the enrolment targets and is the first point of call for visitors, prospective parents, parents, staff and children.

The position calls for a high level of administrative, managerial, communication, IT and people skills.
It is a role that provides responsibility and autonomy at the school. The successful candidate will benefit from being an integral member of the wider Bellevue Admissions team which offers group best practice, training, support, guidance and opportunities to network and share ideas.

This is a full-time position with a start date of 1 August 2022 or earlier.

HUMAN RESOURCES

• Ensure that the single central register is always up to date and that best practice is followed when new staff join the school
• Complete all safer recruitment checks of staff
• Ensure all new staff have contracts and offer letters as appropriate
• Ensure efficient and up-to-date storage of personnel folders and information
• Organise employment offer letters and contracts for new staff
• Ensure records are kept of complaints/disputes and concerns/changes to contracts or hours/warnings/other notable personnel incidents
• *Oversee the completing of a staff absence log and reporting

ADMISSIONS

• Provide a welcoming and efficient point of contact between parents and the School concerning all aspects of the admissions process

• Maintain an effective admissions customer journey and process, and ensure that appropriate and timely action is taken to maximise enquiry generation and conversion at every stage of the process

• Prepare the Head in advance of each parent visit/meeting, and provide regular weekly updates on activities – enquiry levels, visits, etc.

• Conduct tours of the school with visiting prospective families in consultation with the Head
• Plan, promote and execute school events such as open days, pupils’ taster days, playdates and induction events
• Handle all incoming enquiries from prospective parents (by phone, website form, walk in and e-mail) in a timely manner, scheduling school visits and meetings with the Head
• Conduct follow-up calls to parents who did not choose the School, to build awareness of where the school loses pupils to, and areas for improvement
• Maintain the School’s iSAMS database (training provided) and ensure accurate data input for all stages of the process, reflecting the current status of joiners, leavers, change of address and ensuring that the UPN number has been obtained from the previous School

• Ensure that pupil data with respect to pupil admissions, enrolment, achievement, progression is up to date, accurate, fit for purpose and recorded according to appropriate policies and procedures

• Ensure weekly and monthly KPI reporting and monitoring is in place at the School, and participate in monthly discussions with your Head and Bellevue Group Marketing so that the data is being used effectively to guide marketing and admissions actions

• Promote and build good relationships with outside institutions or groups such as nurseries, relocation agencies, and local businesses

• Draft, collate and edit admissions documentation
• Liaise with printers, designers and suppliers for admissions collateral
• Contribute to formal returns on pupil numbers and pupil data, as required, by external agencies such as ISA and IAPS
• Deliver and develop pro-active support, ensuring effective communication and information provision for all families; from pre-arrival through to completion of studies
• Contribute to the work of the School in accordance with work flows relating to the academic year
• Ensure that the main pupil files are created and maintained, held in the School office, and that the records are retained in the archives according to regulations

ADMINISTRATIVE FRONT OF HOUSE MANAGER

• Ensure the smooth running of the Front of House area maintaining an ambience of quiet professionalism and a warm welcome to parents, pupils, staff, governors and all visitors

• Issue visitors’ passes, ensuring School protocols are followed for signing in/out and evacuation

• Liaise with staff in relation to office matters and ensure effective communication throughout the school on a daily basis

• Ensure that key information is available at Reception including hard copies of regulatory policies

• Direct enquiries to relevant members of staff
• Responding to telephone and email enquiries in a helpful, positive manner and with a constructive approach, and ensure that appropriate actions are taken in a timely way
• Ensuring that all telephone calls/messages are correctly routed / passed to their intended recipients or an appropriate member of staff, ensuring quick and effective communication
• Act as front of house at school events in consultation with the Head.
• Support the Head and staff at the School with the ‘Need to Know’ weekly block emails to parents

• Message parents using iSAMS (training provided)
• Provide and maintain daily absence reports on pupils
• Ascertain reasons for pupils’ absence and ensure this information is correctly recorded in iSAMS (training provided)
• Update attendance registers on the database using the agreed codes
• Supporting the management and the registration of pupils for extra-curricular clubs
• Print the fire registers each morning
• Forward a standard acknowledgement of approval of absence from the Head to the parent(s).
• Update addresses and telephone numbers routinely on iSAMS
• Log details from the Leave of Absence Forms
• Manage the data for the end of day arrangements to include school buses
• During the summer term, print and distribute pupil data collection sheets. Collect the returned data sheets and make necessary amendments on the database
• Manage and maintain pupil files
• Manage the printing of school reports and distribution to parents

LEAD FIRST AIDER

• Management of the ordering of first aid supplies and organisation of the Medical Room
• Implemtation of the First Aid Policy guidance and school protocols
• Main first aider for accidents in school

GENERAL STAFF ACCOUNTABILITIES

• Observe the letter and spirit of all the school policies, and be aware of and comply with policies and procedures relating to health and safety, confidentiality and General Data

Protection regulation, reporting all concerns to the appropriate person

• Maintain particular regard to Child Protection policy and report any concerns immediately.

The Administrative Assistant is required to demonstrate commitment to promoting and safeguarding the welfare of children and young people in the school

• Participate in training and other learning activities and performance development, as required

• This job description is not an exhaustive list of duties and the post-holder will be required to undertake any other reasonable duties as discussed and directed by the Head

CONFIDENTIALITY

• During the course of employment, every staff member will have access to information of a confidential nature. Under no circumstances may this information be divulged or passed on to any unauthorised person or organisation.

QUALIFICATIONS

• Relevant qualification or experience

EXPERIENCE AND SKILLS

• Previous experience working in a communications role and/or working in an educational setting
• Excellent communication skills with fluency in English
• Ability to liaise effectively with families and outside agencies
• Excellent interpersonal and team working skills
• Excellent administrative and organisational skills including the ability to work unsupervised

• Excellent writing, editing and proof-reading skills
• IT literate

REMUNERATION

• Salary: competitive
• Contribution to pension scheme
• In-house training
• The successful candidate will be entitled to 25 working days paid holiday of which only ten days may be taken at consecutively. Holidays must be requested two weeks in advance and must be taken during the normal School holidays or at such other times as are convenient for the School.

Job Type: Full-time

Salary: £35,000.00-£40,000.00 per year

Benefits:

• Company pension
• Discounted or free food
• Sick pay

Schedule:

• Monday to Friday

COVID-19 considerations:
Robust risk assessment in place.

Experience:

• Administrative: 2 years (preferred)

Application deadline: 25/05/2022
Reference ID: HR, Admissions & Administrative Front of House
Expected start date: 01/08/2022