Head of Admissions Job Pack

AN INDEPENDENT CO-EDUCATIONAL DAY AND BOARDING SCHOOL FOR PUPILS AGED 7 TO 18 IN THE HEART OF SURREY

Head of Admissions

Information for prospective staff

About Freemen's

Our mission is to inspire our people to learn, to lead and to make a difference.

These are exciting times at Freemen’s as we deliver on our mission of inspiring our children to learn, lead and make a difference. We believe that if we can motivate and inspire pupils and staff to give of their best at all times, the School will continue to grow and thrive.

The School was founded by Warren Hale in Brixton in 1854 to provide a ‘religious and virtuous education’ for the orphaned children of Freemen of the City of London. Freemen’s moved to its present site, Ashtead Park, in 1926, following expansion, and is today a nondenominational school with a strong ethos of community and service in accordance with values and wishes of its original founders. It occupies a magnificent site with modern buildings alongside the original house set in 57 acres of parkland.

Freemen’s today is an independent coeducational day and boarding school for 950 pupils aged 7 – 18. The Junior School (ages 7 – 11) has 250 pupils on roll; the Senior School (ages 13-18) has 700 pupils on roll, approximately 240 of whom are in the Sixth Form. Pupils enter the School at 7, 11, 13 and 16. About fifty-five pupils are boarders, most of whom are international students. The majority of boarders are in the Sixth Form.

The school has an excellent reputation locally and nationally for academic success but the trait most often remarked on is the sense of community and kindness at Freemen's. Colleagues, pupils and parents are all made to feel that they matter and the focus within the School is on every individual finding a path which is appropriate for them. The emphasis in the Junior School is on Kindness, Honesty and Fun and the Senior School picks up that message with a pastoral programme that emphasizes the importance of a strong, supportive community in which every member, staff and student, feels respected, supported and valued. As a result, we are able to support our young people to successfully meet the tests of life they face every day.

Freemen’s is academically selective and is the leading co-educational school in the area. Pupils achieve excellent results, in 2023 A Level results were A*/A: 60% whilst GCSE results were 9/8: 67%. However, this is only part of the value of a Freemen's education, and we work to help students realise and be confident in the breadth and depth of what they have learned in terms of their skills, characteristics and knowledge. The majority of students from Freemen’s go on to University study at either Russell Group or Oxbridge, although some of our students choose to study abroad or enter into apprenticeships.

Although the academic is the ‘bread-and-butter’ of life at Freemen’s, we provide a holistic education for the young people in our care and the School is proud of the high standards achieved in sport, music and drama and by the range of opportunities available to all pupils in the school.

About Freemen's

Opportunities are a key theme at Freemen’s and we expect our teaching staff to weave three specific Opportunities throughout their lessons at each key stage, examples of these Opportunities include KS2’s Marvellous Mistakes, KS3’s Technology for Lifelong Learning and KS5’s Being a Leader. Each student’s tutor works with them in a coaching capacity to help them understand the person they are becoming and set goals as to what they wish to challenge themselves with next.

The School is one of three independent schools managed by the City of London Corporation (the City). The City provides financial support in the form of bursaries and scholarships. Other links with the City of London and the Livery Companies are strong. In the past ten years, more than £20 million has been invested in facilities at the School, and Freemen’s has embarked on an ambitious building development plan to further enhance its teaching, recreational and boarding facilities. Our contemporary Music School, award-winning swimming pool and stylish boarding house have been completed and a refurbishment of the Georgian Mansion house, designed by Sir Thomas Wyatt was completed in 2021. This gives our Sixth Form a new home in the heart of the School. This will be followed by developments to our Junior School

Freemen’s is a forward-looking school with an ambitious agenda to support development. In addition to our site development plan, the School is currently seeking:

• continued development of our proactive approach to student wellbeing, enabling all children to thrive at the School and beyond;

• to embed our Curriculum aims, ensuring our whole community benefits from the work we do;

• to embed a comprehensive staff development programme, which encourages the professional development of all staff in line with their own aims and those of the School;

There are approximately 120 full and part time teaching staff in the Junior and Senior schools and they provide committed and inspirational support for students at the School. They are supported by around 70 Professional Services staff. A small number of staff involved in boarding live on site. Staff facilities include a modern and well-equipped staff room in both the Senior and Junior Schools. There is substantial technical support in the Sciences and technical subjects and excellent facilities to support teaching and administrative duties.

Transport links are good; the School is a mile from Ashtead station with regular services to Epsom and London and south to Leatherhead and Guildford. The M25 Junction 9 is a seven-minute drive from the School

Department Information

Admissions at Freemen’s

This is an exciting time for the External Relations department.

We have worked hard to ensure that we provide the most positive experience to students and their families before, during and after their time at Freemen's. Most days bring new opportunities and some challenges, which we face together, usually with a smile, a joke and whenever possible with cake.

The Admissions team forms part of the wider External Relations department, working collaboratively with the Marketing and Development teams to recruit students and to maximise engagement with both external stakeholders and the current pupil and parent body.

The Admissions team currently comprises the Head of Admissions and two Admissions Officers with responsibility for domestic and international/Sixth Form admissions respectively.

We are a dedicated and dynamic team, with a commitment to first-class customer service and to providing prospective families with the very best experience possible throughout their admissions journey.

Whilst we operate in a challenging environment we have retained our market share and have ambitious plans for the future

Information about the role

Reporting to:

Director of External Relations

Responsible for:

• Admissions Officer

• International Admissions Officer

Purpose of Post

• To take strategic responsibility for domestic and international pupil recruitment within guidelines set by Governors and the Head.

• To lead on recruiting pupils at all points of entry to the City of London Freemen’s School, in accordance with the School’s Admissions Policy, HMC guidelines and the ISC Code of Conduct and to take responsibility for the whole admissions process from the initial enquiry through to pupils joining the School.

• Actively promote the School, developing new opportunities for promoting it through events, advertising, feeder schools, school fairs and schools shows etc.

• To oversee day and boarding pupil recruitment strategies for the School with measured and costed plans for delivering targets.

Main duties and responsibilities

1. Plan and implement events associated with admissions, including open events, school shows, entrance examination days, interview arrangements and familiarisation events, ensuring that safeguarding protocols are adhered to and that up-to-date information about visiting families is available to the Head and other senior staff prior to the visit, and speaking as required on the admissions process at any appropriate event. In addition, liaising with and ensuring all staff are properly briefed and prepared for these events well in advance.

2. Systematically review and develop all aspects of the School’s admissions policy and procedures, monitoring the results of all admissions activities and employing appropriate methods to measure their effectiveness.

3. Work with the Senior Leadership Team (“SLT”) to implement a new entrance assessment process for September 2025 entry.

4. Work with the Admissions team, analysing admissions data to explore trends and to inform decisions on offers and numbers.

5. Field enquiries about results, offers and reserve places that need to be progressed further.

6. Draw up budget proposals when necessary, allocating resource appropriately and managing the agreed budget effectively.

7. Build strong relationships and raise our profile with prep/feeder schools through personal contact, visits, correspondence and events such as school fairs. Maintain regular and personal contact, utilising our database, to keep track of all contacts, and attend events as appropriate.

8. Work with the Head of Marketing and Communications to develop and produce the School’s publications and communications, including content of the prospectus, website and other related promotional material.

9. Lead on all administrative aspects of the admission of new pupils, ensuring that enquiries, visits and registrations are administered, reported on, and followed up effectively, regularly and accurately, and in particular to ensure the following:

• Maintenance of proactive and timely communication with families

• Maintenance of an accurate and up-to-date database of all candidates for admission to the School and all year lists for the School at any particular time

• Provision of admissions statistics, information and reports as required to Governors, the Head and other senior staff

• Entry of admissions events onto the School calendar

• Accurate record-keeping of registrations and fees received, issuing of appropriate receipts and logging of fees to prepare for banking

• Collation and packaging of all relevant information for communication to all candidates

• Organisation and co-ordination of interviews for prospective pupils, including the provision of necessary information for interviewing panels

• Preparation and despatch of offer, wait list and rejection letters

• Preparation and content of the online new starter pack

• Liaison with the Chief Operating Officer and Finance Manager in respect sponsored Awards and Scholarships

Information about the role (cont’d)

10. Be responsible for organising new starters before the start of the new academic year e.g. liaising with staff about new intake (particularly SEN pupils), organising welcome events, managing the buddy system and allocating classes, houses and transferring students to relevant databases etc.

11. Build and maintain for as long as necessary an inclusive relationship between the School and prospective families, and maintain appropriate records of information about any such families which will be of benefit to the admissions processes for the School in accordance with GDPR.

12. Oversee entrance and scholarship examinations and assessments, including Common Entrance, liaising with the Academic Deputy and Heads of Department, ensuring all relevant departments have a clear annual calendar for the submission and marking of these examinations and assessments.

13. Attend SLT meetings at key points in year, Heads of Department meetings and Heads of Year meetings, as appropriate, and maintain close relationships with the SLT, Common Room and Non-Teaching Staff to develop and enhance the involvement of these parties in recruitment of new pupils, including developing good interview practice for relevant staff.

14. Attend weekly Junior and Senior School briefings, updating staff on admissions, where necessary.

15. Continue to develop and refine the process of Admissions for international students in close liaison with the Deputy Head (Academic).

16. Work with the International Admissions Officer to review overseas enquiries for suitability and to ensure the School complies with the latest policy guidance issued by UK Visas and Immigration regarding overseas students.

Other duties

1. Actively seek to implement the City of London’s Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.

2. Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.

3. The post-holder is responsible for safeguarding and promoting the welfare of children and young persons for whom they are responsible or come into contact with. They must adhere to and ensure compliance with the School’s Child Protection Policy at all times. If, in the course of carrying out their duties, the post-holder becomes aware of any actual or potential risks to the safety or welfare of children in the School, they must report these concerns to the Assistant Head.

4. According to the development and requirements of the School, Job Descriptions will need to be revised and updated periodically, after consultation with the post-holder.

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Person Specification

Please find below the qualifications, experience and technical skills required to undertake this post. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated below.

Professional Qualifications / Relevant Education & Training

• Educated to degree level or equivalent; (A, I)

Experience Required, including Budget Holding Experience (if appropriate)

• Proven track record in admissions in a school or similar environment (A, I)

• Proven experience of leading and managing a team to deliver on objectives (A, I)

• Proven ability to deliver on strategic objectives within set timelines (A, I)

Technical Skills

• Ability to lead and co-ordinate staff and processes (A, I)

• Strong planning and strategic skills, including clear knowledge of admissions policy, UKVI requirements for Tier 4 sponsorship and practice in a school environment and the ability to develop and improve these (A, I)

• Excellent interpersonal and communication skills including the ability to relate well to people on all levels with sensitivity, tact and diplomacy and to build and sustain effective working relationships (A, I)

• Organisational and administrative skill, with the ability to remain calm under pressure and work to tight deadlines (A, I)

• Systematic in approach to tasks, with attention to detail (A, I)

• Pro-active approach to planning and prioritising work, with the ability to delegate and use initiative appropriately (A, I)

• Highly proficient ICT capability and numeracy and statistical skills (A, I)

• Creative and able to solve problems; an eye for detail, capable of applying analytical skills to business matters (A, I)

• Previous experience of working with School Databases (A, I)

Other Relevant Information eg. working hours or desirables (only if applicable)

• This role will require some evening and weekend working to support key events.

Recruitment – Note to Applicants

The qualifications, experience and technical skills will be used in the decision-making process for recruitment. Please give examples of how you have exhibited these behaviours in your previous role(s). It is essential you address the criterion marked as (A) on your application form in the section for supporting information.

Be as specific as possible, we cannot guess or make assumptions, but will assess your application solely on the information provided. Try to provide evidence, by examples, where possible, of skills, knowledge and experience contained in this person specification.

"This friendly, grounded and well-run school takes the pressure off getting academically bright young things into senior schools and seems to have a knack of making challenging work seem fun."

The Good Schools Guide

Professional expectations of staff

Safeguarding

Staff will be kind, fair and respectful to students and each other, challenge others when they are unkind, unfair or disrespectful and have the highest regard for the students’ safety and their safeguarding duties, whether on or off the school premises.

Appearance

Smart professional dress, or appropriate co-curricular clothing, at all times.

Availability

Prompt attendance during the School’s operating hours and a commitment to completing School business is expected.

Awareness and use of Freemen’s policies

Staff will be able to access and use policies as necessary, and read and act upon them appropriately.

Behaviour

Staff will establish Freemen’s as a place of learning and will determine clear boundaries of behaviour, based on mutual respect and trust. Staff will have high expectations of students and will manage their behaviour effectively.

Collective responsibility

Staff share collective responsibility for Freemen’s standards, reputation and property, should treat them with respect and care, and insist others do likewise.

Communication

Staff will expect high standards of communication from students and will, in turn, demonstrate accurate, timely and appropriate communication when dealing with students, parents and colleagues.

Ethics and behaviour

Staff will uphold public trust in the profession and the reputation of Freemen’s by maintaining high standards of ethics and behaviour, within and outside School. They will be respectful and tolerant of the rights of others, including colleagues, and not undermine fundamental British values, including democracy, the rule of law, individual liberty and mutual respect, and tolerance of those with different faiths and beliefs. They will ensure that their personal beliefs are not expressed in ways which exploit pupils’ vulnerability or might lead them to break the law.

Learn, lead and make a difference

Leaders

Staff will be leaders in the School, exercising good judgement and modelling the behaviour and habits that are expected of the students.

Learners

Staff will show and share a passion for their subject or discipline(s). They will seek to develop as professionals and as specialists, will be open to feedback and will seek opportunities to collaborate with colleagues and engage with relevant research.

Planning

Teaching staff will have a sense of where the lesson fits within the scheme of work and plan well-structured lessons using an appropriate range of pedagogies.

Use of feedback

Staff will seek to use feedback for themselves and if appropriate, their students and will complete assessments and reports in a timely fashion in the appropriate manner and style.

How to apply

Applicants should send a letter of application and a completed application form to the School by emailing: CLFS-Recruitment@cityoflondon.gov.uk, by Friday 21st June 2024. Shortlisted candidates will be invited to interviews that will take place on Thursday 27th June 2024.

Candidates are asked to note that Freemen’s retains the right to interview and appoint at any time during the application process. Early applications are encouraged.

Freemen’s acknowledges receipt of all applications. If you have not received confirmation of the safe receipt of your application within two working days please call the School on 01372 822442 or email: CLFS-Recruitment@cityoflondon.gov.uk to check on its status.

The successful candidate must be able to satisfy the City of London’s health requirements and a confidential medical assessment by the City of London’s Medical Officer is required.

The City of London Freemen’s School is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment.

The successful applicant must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (Enhanced Disclosure).

"Friendly was the single most uttered word used to describe the school by students, while parents report that their offspring are happy. ‘Kind’ and ‘nonjudgmental,’ we also heard, with support on tap."

The Good Schools Guide

Your benefits

Local Government Pension Scheme (LGPS)

Contributory defined benefit

Family friendly

Significantly enhanced maternity, adoption and shared parental leave entitlement

Free lunch and refreshments

The option to join Supper Club at a subsidised rate

Annual Leave 25/29 days (subject to grade) plus bank holidays increasing with service.

Cycle to work scheme

Up to £3,000 salary sacrifice

Season Ticket Loan

Free parking on site

Access to on-site facilities

City of London benefits:

• CityBenefits - discounts and cashback.

• Wellbeing resources.

• Sponsorship to become a Freeman of the City of London.

Sports and Leisure:

• Discounted gym membership.

• Free use of the fitness suite.

• Staff social and sporting opportunities including pilates, yoga and five-a-side football.

• Free staff swimming and weekend family swimming for staff.

Learning and Development:

• In-house and externally run CPL

• Enquiring Schools project

• Support for professional development appropriate to the role including Apprenticeships/Masters.

Wellbeing:

• Up to 2 days’ paid leave for volunteering.

• Cash back on private health care treatment.

• Access to on-site Medical Centre.

• Staff Wellbeing Committee.

• Confidential Employee Assistance for staff and their families.

• Emergencies-only approach to out of hours email.

Campus Map

1. Visitor parking

Reception

Philp House

Science and Technology

Medical Centre

Art and Design

Stable Block

Ferndale Theatre

Dining Hall

Haywood Centre

Junior School (Kemp House)

Boarding (Walbrook House)

13. Music School and Recital Hall

14. Main House

15. Sports Hall 16. Swimming Pool 17. Cricket Pavilion 18. Tennis and Netball Courts

Astro Pitch

Cricket Nets

Cricket Pitch

Italian Garden

Rugby and Football Pitches

Green Room

25. Fire Assembly Point

Bus Stop

Upper Car Park

Lower Car Park 29. Service Gate (KT21 1JB)

"A down-to-earth, friendly school that’s comfortable in its own skin rather than relentlessly trying to show off its most polished side – and is all the better for it. Just the ticket for parents after a high-quality, stress-free route for their academically bright sons and daughters from age 7 right through to 18. Almost unique around here."

The Good Schools Guide