Responsible to: Registrar

Responsible for: N/A

Salary: Grade 3.1 - £26,515-£28,981 per annum.

Contract Type: Full time, permanent.

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

The Admissions Assistant will actively uphold the ethos and values of St Leonards, reflecting the School’s reputation through highly professional, organised, and efficient support. As the operational hub of the department, the postholder provides the essential administrative and data management backbone that enables the team to drive pupil recruitment for both its day and boarding communities, attracting pupils from across Scotland and around the world.

The Admissions Assistant will ensure the effective and efficient processing of applications, which is critical to meeting and exceeding the School’s recruitment targets. A key part of this role will be collating admissions data, which will be used by the team to track progress against its targets. Working within the Admissions department and the wider External Relations Team, the postholder will administer the customer centred admissions journey for families, ensuring a seamless experience from initial data capture to successful onboarding.

Admissions Assistant 

The main areas of responsibility are:  

Key Responsibilities

You will receive full training on all internal processes and procedures, and you will have ongoing learning and development opportunities.

1. CRM, Data and Compliance Support

• Be a 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 the 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.

2. 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.

3. 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 intended to be 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.

This is not intended to be an exhaustive list of duties, and it is expected that the post-holder will participate in other reasonable activities according  to the needs of the School and 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.

About St Leonards

St Leonards is a friendly and forward-looking independent, coeducational, boarding and day school situated on an historic campus at the heart of the university town of St Andrews. The school enjoys an unrivalled location - there are sandy beaches, world-class Links golf courses, and historic sites on its doorstep.

St Leonards delivers the inspiring, globally-recognised International Baccalaureate curriculum (which has been praised by university admissions officers for its focus on deepening learning learning, offering wider subject options, and enriching minds) for pupils aged five to 18, and was the first school to be accredited as an all-through IB school in Scotland. It is one of just two schools in the UK to actively offer all four IB programmes, ensuring a seamless learner journey. The youngest pupils follow the Primary Years Programme, which goes hand-in-hand with the vibrant Outdoor Learning programme at St Leonards. This is followed by the Middle Years Programme and (I)GCSEs. In the Sixth Form, pupils choose between the Career-related Programme and the Diploma Programme.

St Leonards enjoys a rich sporting heritage, and continues to boast a strong record of achievement with pupils representing the school nationally in golf, rugby, lacrosse, hockey, horse riding, and small-bore rifle shooting. The leading five-tier Golf Programme continues to go from strength to strength, the Duke of Edinburgh Award is the fastest growing of all Scottish independent schools, and an exciting calendar of trips and activities ensures pupils leave St Leonards equipped with the skills required to succeed in today’s ever-changing world. Truly an education ‘Ad Vitam’ (for life).