Admissions Registrar / Head’s PA

THE OPPORTUNITY

Norland Place School is seeking an exceptional Registrar & Head’s PA to join our warm, vibrant and highly respected community. This pivotal, front-facing role combines responsibility for admissions management , parent relations , marketing support and high‑level administrative assistance to the Headmaster.

As the first point of contact for prospective families, the Registrar will guide parents through the full admissions journey with professionalism, warmth and clarity. The role involves managing enquiries, coordinating school visits and assessments, maintaining accurate admissions data, and representing the school with diplomacy and enthusiasm.

Alongside this, the successful candidate will provide proactive, discreet and highly organised support to the Headmaster. This includes managing the Head’s diary, correspondence and key school events, liaising with staff and parents, and helping to ensure the smooth running of day‑to‑day school operations.

This is a varied, fast‑paced and rewarding position suited to someone who is approachable, adaptable, impeccably organised and confident dealing with a wide range of people. Strong communication skills, discretion, a positive attitude and the ability to multitask under pressure are essential.

OVERVIEW

The Registrar

Handles all aspects of the administration, organisation and management of registrations and admissions to the school. From taking initial enquiries about registration to the many subsequent processes that lead to a child joining the school, the Registrar is the point of contact for prospective parents and as such is a prominent ambassador for the school. As such, the Admissions Registrar/Head’s PA will have a welcoming manner, be helpful in all situations and develop a positive ongoing rapport with those seeking information about the school and following its registration processes.

Head’s PA

Supports the Headmaster through a host of day-to-day functions connected with his correspondence, diary, parental matters, internal HR management and recruitment.

Available at all times to the Headmaster and working in close cooperation with those in the school office and bursary, the job holder must be highly motivated, and have the enthusiasm, drive and energy to deal with the many demands that this multi-faceted post brings. Excellent organisational skills, confidentiality, together with the ability to multi-task, prioritise and work to tight deadlines, are essential as well as the ability to take meeting minutes.

Both roles require considerable tact, judgement and diplomacy, along with the ability to work harmoniously with a wide range of people, possess broad shoulders, have an imperturbable manner, a good sense of humour and a willingness to turn their hand to whatever may be necessary.

Close consultation with the Headmaster and SMT is an integral feature of the role.

AREAS OF RESPONSIBILITY

ADMISSIONS

Management Information Systems: Prospective Reception pupils, both definite and waiting list & occasional places

• To input all registrations on the school database (currently ISAMS)

• To deal with any changes of contact details and update details on ISAMS as appropriate

• To create and send out mailshots at set times throughout the academic year to both waiting list and definite list parents using ISAMS

Registrations/Admissions

· To deal with all initial requests and queries about the school

· To send out information on the school (prospectus and registration form) to all enquirers

· To acknowledge registrations

· To set up appointments and ‘map out’ Office Diary for parents’ visits according to the proposed year of entry

· To give prospective parents tours of the school as part of their school visit

· To reconcile registration fees and deposits paid reporting such reconciliations to bursar

· To handle enquiries for ‘occasional places’ and arrange assessments and feedback

· To manage waiting lists for ‘occasional places’

· To produce regular admissions reports for the RBKC, as well as required returns.

· To produce termly admissions reports for the Advisory Panel and SLT

Communication

· To ensure that all communications reflect the ethos of the school: courteous, sensitive, professional and positive

· In conjunction with the School Secretary and Bursar, to deal with all incoming telephone calls to the School; filtering calls as appropriate, taking messages and passing on as appropriate

· To ensure that messages left on the answerphone are dealt with promptly and efficiently

· To deal with all incoming emails and reply/distribute as appropriate

Events

• To arrange all aspects of the annual New Children’s Visit

• To attend major school events, as directed by the Headmaster

Reception/Hospitality

• To ensure that parents, visitors, staff and pupils are dealt with in a professional, helpful and considerate manner at all times

• To greet visitors/parents and ensuring those with appointments are dealt with promptly and professionally and shown to the Library to await their scheduled appointment

• To work closely with the Headmaster, School Secretary, Bursar, kitchen staff and caretaker to ensure the smooth running of the school

Security

• To ensure that security and the health and safety of pupils and staff are safeguarded at all times (e.g. through managing the front door entry system)

MARKETING

Branding

• To oversee the branding throughout the school including hard copy and electronic documentation in line with the branding guidelines

• To ensure exhibition boards, literature and merchandise are produced on-brand

• To liaise with external parties such as magazines to ensure adverts and articles are on-brand

• To produce the termly Focus On magazine to reflect the School’s pillars of marketing and reinforce any on-brand messages

Website

• To ensure that the website is regularly refreshed with photos and text to ensure it is relevant

• To ensure specific on-brand messages are displayed on the website

Wider community

· To act as Secretary to the Parents’ Association

· To establish and develop ongoing cordial, professional relationships with all potential feeder nurseries

· To establish and develop ongoing cordial, professional relationships with potential publications e.g. Good Schools’ Guide and Tatler

· To establish and develop ongoing cordial, professional connections with potential local feeder schools/nurseries, including the coordination of hosted events

General

· To ensure that current and prospective parents’ opinions and needs are reflected in future marketing strategies and developments including surveys and the analysis of findings to ensure data-driven decision making

· To participate in the Marketing Committee

PA TO THE HEADMASTER

· To provide personal assistance support that is professional, diplomatic, pro-active whilst always being aware of the need for confidentiality and discretion

· To manage the Headmaster’s diary appointments, meetings and school visits and ensure that documentation/relevant information is stored in the B/F concertina ahead of the day

· To welcome parents/heads/visitors to the school

· To provide hospitality/arrange lunches/entertaining as and when appropriate

· To filter all of the Headmaster’s telephone calls, deal with messages or pass on as appropriate (usually via email)

· To support the Headmaster in the preparation of school functions/events and staff meetings

· To oversee our information system (ISAMS) including the creation of accounts, troubleshooting, report cycles, updating pupil manager, admissions manager, timetable manager and school manager

· To assist the Headmaster with recruitment of staff, including placing advertisements and arranging interviews

Cover

The Registrar/Head’s PA is a member of an integrated admin team, which includes the School Secretary, Operations Officer and the Bursar. The Registrar/Head’s PA will be expected to share day-to-day duties, such as answering the telephones and the door video entry system, and provide cover for colleagues should the need arise.

Meetings & Events

· Staff meetings

· Meetings as required relating to the curriculum, administration and organisation of the School, including pastoral arrangements

· Parents’ meetings as appropriate

· School productions and events (e.g. Carol Service, Open Evening etc.) as required

· Occasional events

Development

· Reflection on own practice and private study

· Participation in appropriate in-service training (INSET)

· Participation in any arrangements for appraisal of performance

Relationships

· The Admissions Registrar is expected to:

· Be responsible to the Headmaster

· Establish and maintain effective working relationships with all colleagues, parents/carers, outside agencies (as appropriate) and pupils

· Cooperate with school’s senior leadership team, teachers and the school’s SENCO

· Liaise with other members of staff as required by the Headmaster for the proper functioning of the position

Although a day school, a number of events/activities take place in the evenings and some at weekends. The Admissions Registrar is expected to attend these, when required. In addition, the Admissions Registrar will be required on occasions to make themself available for school-related work at weekends or during the school holidays as necessary, in agreement with the Headmaster

HOURS

As a general rule, the Registrar / Head’s PA will be expected to work 08:00-16:45 Monday to Friday, with an understanding that circumstances may require attendance outside these hours. Outside of term time, there may occasionally be some flexibility with these hours, by agreement with the Headmaster.