Admissions Assistant

Job Title: Admissions Assistant

Responsible To: Director of Admissions

Department: Marketing, Admissions and Development

We are seeking an Admissions Assistant to support the Admissions Managers and Director of Admissions in delivering an efficient and effective admissions service, providing support for all duties, processes, and responsibilities related to the admissions office.

Working in Admissions, Marketing and Development

The Department is very much at the heart of Lancing activities. We are an energetic and forward-thinking team of talented individuals focused on contributing to the continued success of Lancing College. Across the team, there is extensive engagement with both internal and external stakeholders.

Internally, key points of contact beyond the Admissions team are the Marketing and Foundations Teams, Facilities, and members of the academic staff. While Admissions is a non-academic department, there are plentiful opportunities to interact with the student community, both current and incoming.

Externally, members of this team are frequently the first point of contact for visitors and guests, representing the College face to face, on the telephone, or across social media. The wider Lancing community of OLs, current parents, and parents of former pupils are extremely important to the College, and the Head Master’s Office team is a primary point of contact and information.

The Admissions, Marketing and Development team is managed by Mrs. Diana Cree, who has been at the College since March 2016. Mrs. Cree reports to the Head Master and sits on the Senior Executive Team for the College.

Job Description

Key Tasks and Responsibilities:

1. To create a positive impression for those seeking information on admission to the school.
2. To ensure that all information from initial enquiry is captured in a timely and accurate manner in the admissions database.
3. To support the Admissions Managers with:
1. The efficient and timely logging of all details about prospective entrants from initial enquiry to the point of join.
2. Visits of prospective parents and ensuring that they are welcomed to the School from the moment they arrive at Lancing.
3. Ensuring that the presentation of the HMO visitors’ area is tidy for our guests.
4. Responding to telephone enquiries, processing registration documents, and visit follow-up communications.
5. The follow-up, communication, and prompt database entry of families through different stages of the recruitment process. Processing registration documents.
6. Ensure the filing of prospective pupil records is kept up to date and easily accessible.
7. Where necessary, assisting the Admissions and Database Officer.
8. Assisting in preparing for events arranged by the Admissions/Marketing office.
9. Coordinating the programme of events and visits, liaising with prep schools in particular. Ensuring materials are prepared for events.
10. Liaising with the Lancing College prep schools and other feeder schools.
11. Marketing of the school to prospective parents, prep schools, and agents.
12. The administration of entrance assessments, scholarships, and additional tests.
13. Administration of the recruitment of international pupils, working with our specialist visa provider.
4. Dealing with other issues as determined by the Director of Admissions.
5. Managing stationary orders for the Head Master’s Office (HMO).
6. Managing catering orders for the HMO with the College catering department in relation to the day-to-day requirements.

Measure of Success

Success in this role will be measured by:

• The number and quality of pupils joining the College.
• A positive customer experience, measured through customer interactions.
• The value and accuracy of reporting and management information.
• The day-to-day smooth running of the Admissions Office.
• Adequate materials prepared for external and internal events.

Key Skills and Qualities required:

Essential

• Educated to minimum GCSE standard in English and Mathematics.
• Previous administrative experience including greeting customers and dealing with enquiries by telephone.
• Previous experience of working with a customer database, ensuring accuracy of data entry and personalised mailings (mail merge).
• Exceptional organisational and administrative skills.
• The ability to prioritise and work to strict deadlines whilst always maintaining accuracy.
• Excellent communication and interpersonal skills, both verbal and written.
• Competent and enthusiastic user of databases and Microsoft Office.
• Ability to multitask and work under pressure whilst dealing with visitors and enquiries.
• Ability to work within a team and to be a self-starter.

Desirable

• Training certificate in IT packages.
• Education to A Level and beyond.
• Previous experience of working within a school or a good knowledge of the education sector would be an advantage.

Personal Attributes

• Attention to detail and an understanding of the importance of processes.
• Self-motivated, self-confident, and able to work independently and as part of a team.
• Ability to deal effectively with confidential and sensitive information.
• Excellent time management, organisational, and administration skills.
• Enjoy working to a high standard in a demanding environment.
• Able to work on own initiative and with a can-do and flexible approach.
• Calm under pressure.
• Reliable, highly conscientious, and punctual individual with a warm and professional manner to join our busy team.

What we can offer you:

• Complimentary lunch for those working either side of lunchtime.
• Free parking at our on-site car parks.
• Cycle-to-work scheme.
• Additional leave between Christmas and New Year.
• Access to books, DVDs, and magazines from the College Library.
• Support for professional CPD where this relates to an individual’s role.
• Flexible working is something which varies from job to job, but it is a benefit we try our very best to accommodate where possible.
• Comprehensive wellbeing support from the Employee Assistance Programme, offering a 24/7 support helpline and wellbeing tips including professional advice.
• Free tickets to College musicals, dance, and drama performances.
• Staff events, Christmas parties, end-of-term celebrations, and other opportunities to socialise and relax with colleagues in our welcoming community.

This job description sets out the main duties at the time it was drawn up. Such duties may vary occasionally but without changing the general character of the duties or the level of responsibility entailed.

Application Procedure:

Applications should be made using the application form. Candidates are asked to add a covering letter setting out, as succinctly as possible, their reasons for applying for the position at Lancing.

Application forms are available from the College website www.lancingcollege.org.uk.

Please send any emails to recruitment@lancing.org.uk.

A full curriculum vitae and the names, addresses, and telephone numbers of a minimum of two referees, one of whom should be the candidate’s current or most recent employer, should be included with the application.

Closing date: 28 April 2025.

Interviews: w/c 5 May 2025.

Informal conversations about the post may be arranged with the Director of Admissions, Hilary Dugdale.

The College reserves the right to call individuals to interview prior to the closing date for applications.