Admissions Co-ordinator
An opportunity has arisen for a proactive and motivated individual with outstanding administrative skills to join the Fettes College Marketing & Admissions Team as Admissions Coordinator. The current post holder will be leaving Fettes at the end of June to take up an international position and the successful candidate will benefit from a significant handover period before the current post-holder leaves.
The Role
Reporting to the Head of Admissions, this role is an integral part of the Fettes admissions process ensuring accurate and up to date records are maintained, and liaising with prospective families from both the UK and overseas, in order to support the Team in providing an excellent customer service at each point
of the admissions’ journey and a smooth transition to Fettes College.
Key Responsibilities
Provide high level customer service via email, telephone, and face to face communications with prospective parents, students, and all internal and external stakeholders.
Monitor and manage the admissions inbox and portal daily, ensuring all information is shared with the Head of Admissions and Admissions Manager and that communications are actioned promptly and efficiently, this includes liaising with colleagues, updating our database, checking documentation, managing the admissions diary, setting up zoom calls, and arranging visits for prospective families.
Provide full administrative support throughout the admissions journey, to assist the team in delivering an excellent, professional, helpful and efficient service at all times.
Liaise with members of the academic staff as instructed by the Head of Admissions, keeping all stakeholders well informed.
Manage end-to-end the programme of visits, including capturing feedback, and to occasionally give tours of the school when required.
Assist the Head of Admissions and Director of External Relations and other colleagues in planning, organising and delivering successful admissions events and assessment days online and in person.
Effectively create and send mail merge communications with appropriate attachments.
Monitor and maintain the admissions database, as directed by the Head of Admissions.
Provide excellent administrative support the Admissions Manager in the monitoring and delivery of the visa application process, in conjunction with our external advisors.
Be a proactive member of the Marketing & Admissions Team.
Person Specification
Qualifications and Skills
IT skills with knowledge of relevant software applications including MS Outlook, Excel, Power Point, Mail Merge and database skills are essential. Knowledge of iSAMS would be an advantage.
Strong verbal and written communication skills, with the ability to communicate effectively with a variety of stakeholders and cross-continent teams.
Good literacy skills to prepare correspondence and maintain records to a high standard.
Personal Qualities
Excellent organisational and time-management skills.
Ability to work quickly and accurately with excellent attention to detail and ability to meet deadlines.
Absolute discretion and the ability to always maintain confidentiality.
Excellent interpersonal and relationship management skills at all levels.
Ability to work well in a fast-paced, multi-tasking environment.
An excellent team player.
Have a proactive approach to work; have personal integrity and the drive to do what is best for the students and the school.
Benefits
This is a permanent full-time role, working 37.5 hours per week Monday to Friday (8.30 am to 5 pm, with a one-hour unpaid lunch break) and occasional weekend and evening working as required, including the attending of specific events, etc. The Admissions department is open on Saturday mornings during term time and you will be expected to cover every third Saturday morning during term time, with time off in lieu to be taken during the week prior to or immediately after the relevant Saturday.
Annual Salary: Up to £28,000 depending on experience
Staff Benefits: In addition to being part of a great team you will be entitled to a range of benefits that include:
30 days holidays and 8 days public holidays, generally taken outside term time.
Free parking within the campus grounds.
The campus is easily accessed by car and bus; there is a bus stop located outside the campus serving a number of routes across the city and to rail stations.
Membership of Westwoods gym and health club which offers a range of excellent fitness and leisure facilities including a 25m swimming pool.
Free lunchtime meals during term time, and at other times when catering is provided, and you are on duty.
Life insurance scheme.
Excellent Employee Assistance Programme (EAP).
You will be opted into the Fettes Trust NonTeaching Staff Pension Scheme after 3 months service. This scheme is a money purchase one and full details of it and your options will be made available to you prior to your opt-in date. The Fettes Trust will contribute to the scheme and your contribution will be subject to the minimum overall combined employer and employee contribution limits set by the Pensions Regulator. Fettes operate a contribution matching scheme up to 10% of base salary.
Application Process
The closing date for applications for this role is Friday, 10th March 2023. Interviews will be held in the w/c 20th March 2023.
Applications including the details of 2 referees should be made via recruitment@fettes.com. All applicants are asked to provide, as well as a CV, a covering letter setting out how you meet the person specification and what you feel you can bring to this role. Our Director of External Relations, Debbie Atkins, leads the Marketing & Admissions Team and is available to have an informal conversation with any potential candidate
prior to applying. If this is of interest to you, please contact recruitment@fettes.com to arrange a time to speak with Debbie.
We are keen to welcome applicants from diverse backgrounds into our staff body. If you would like a friendly conversation with an employee who identifies as an ethnic minority, please feel free to contact Sara Medel Jiménez (s.medeljimenez@fettes.com) who will be happy to share her experience of Fettes.
About Fettes
The school stands on a magnificent site of approximately 100 acres, within walking distance of Edinburgh’s city centre and is a leading HMC co-educational independent boarding and day school, with a Prep school for students starting at age 7. Known for its academic excellence, Fettes is unique in Scotland in following the English curriculum of GCSE examinations and the dual pathway of A Level and International Baccalaureate (IB).
Fettes has a strong focus on pastoral care and all-round education, providing their students with ‘A place to live. A place to learn. A place to grow’. Founded by Sir William Fettes in 1870, it was originally a boy’s school and started admitting girls in 1970. The main building was designed by one of Scotland's leading architects, David Bryce. We are a community of more than 1000 individuals, consisting of circa:
800 students (with c 600 in the senior school)
130 academic staff (with c 100 full time members of the Common Room in the senior school)
240 operational staff across a range of departments
Our vision
We have created and developed a bold vision for Fettes, one which focuses on what we believe Fettesians should aspire to be, the skills they will need in life, and the impact we want them to make in the world.
We have called this Fettes Moving Forward: A place to live. A place to learn. A place to grow.
