Registration Officer

Roles and responsibilities

Implements the school registration system and maintain students' records in a manner that maximizes efficiency and fulfills the requirements of the British Columbia Ministry of Education for offshore school certification, Qatar Ministry of Education and Higher Education requirements and any legal obligations the school has to meet towards parents and local and international government bodies
Supports the objective of achieving school annual enrollment targets through, firstly, efficient and accurate implementation of the registration process to ensure up to date information is always available to support the sales process and, secondly, through performing sales and marketing duties in a professional and credible manner when needed
Provides professional, caring and responsive assistance to the external public (parents and visitors) and internal public (school staff) by being the point of contact in the school through which different parties can connect
Contributes to safety at the school by implementing policies and procedures related to school access
Provides administrative support as directed
Actively helps develop an attitude of teamwork among school staff, the integration of teaching and administrative staff and the promotion of positive morale within the school

Main Duties

Registration

Coordinates with teaching staff to plan schedules for entry assessment that ensures assessments are scheduled within 48 hours of the request by the parent to maximize the number of assessed students
Registers students according to the school policies and procedures
Prepares accurate class lists for approval; accurately and promptly updates the lists on daily basis during the registration season at the beginning of the year and disseminates the updated lists to concerned parties as instructed by the immediate supervisor
Coordinates with the school Accounts on daily, weekly and monthly basis, depending on the time of the year, to inform Accounts of the registration status of students and students that are likely to default on payment. This duty must be performed with utmost accuracy and speed especially during the registration seasons
Keeps track of student registration status based on relevant reports such as the attendance reports received from teachers, which the Registration Officer must be proactive in checking daily or weekly, depending on the season. Also, through and Support Services reports, to identify students who have dropped out, are likely to drop out or who may be suspended creating a vacant seat. Take prompt action by advising the immediate supervisor to replace the student when registration is still possible
Updates and maintains the student database in a timely manner. Performs periodical checks to ensure the accuracy, completeness and currency of information in the database. Disseminates the database or reports based on the database in a timely manner as instructed by immediate supervisor
Ensures student files are complete with the required:
Registration documents as dictated by the school system
Documents and forms demanded for the school local and international accreditation
Documents produced during the school year, including Report Cards, Incident Reports, Support Services Reports, etc
Implements any mandated processes related to providing online or hard copy information to school licensing and accreditation bodies including the Qatar Ministry of Education and Higher Education and British Columbia Ministry of Education
Prepares "To Whom It May Concern" letters and similar letters upon parents' requests and according to the relevant school policies and procedures
Arranges to give out student files to parents and other parties such as school administrators and teachers observing the school policies and procedures regarding release of student files
Performs any administrative assistance and secretarial duties as requested by the immediate supervisor, including attending meetings, taking minutes and preparing minute reports

Public Relations

Provides primary support to the PR Officer and replaces the Officer if need be in performing the selling duties including:

During Registration Seasons:

Receives all incoming calls and visitors inquiring about registration including first time and follow up inquiries, from parents of new students as well as parents of registered students
Performs selling duties to existing and new parents. This includes:
Making the initial presentation, answering inquiries, providing clarifications and handling objections either over the phone, through email or in person at the school including providing tours of the school
Asking the immediate superior for help when facing difficulty replying to parent inquiries
Following up on those who made appointments for entry assessment to remind them of their appointments

Desired candidate profile

• A Bachelor's degree
• 22 to 35 years old and in good physical health
• 3+ years of experience in administration affairs
• Fluency in English and Arabic languages, reading, speaking and writing
• Proven ability to effectively work with children and adults in a pleasant and cooperative manner
• Perform responsibilities and tasks timely, accurately and with great attention to detail
• Proactive with a positive attitude
• Able to operate with minimal supervision and self-motivated when given new assignments
• Highly organized and able to multi-task
• Creativity and ability to think out of the box
• Strong oral and written communication skills in both Arabic and English
• Proficiency in Microsoft Office, database systems, and Internet research skills
• Works safely and establishes a safe environment; reacts quickly in emergency situations to maximize children safety
• Analyzes situations and takes appropriate action regarding routine/emergency procedural matters without immediate supervision
• Possesses knowledge of modern office practices, procedures, and equipment