Wembley College is a leading, English Medium, co-educational, independent school situated on a beautiful campus amongst the rolling hills of Greytown in the KwaZulu Natal Midlands. An hour from Pietermaritzburg and an hour from Ballito makes for an ideal ‘country school’ within easy striking distance of a Central Business District and the warm KwaZulu Natal coast. Founded in 1997, the school enters candidates for the Cambridge Examinations that are set externally and recognized worldwide.

The following position has become available for an Administrative Specialist based in Greytown. The purpose of this role is to play a vital role in shaping the school’s first impressions and supporting the enrolment journey of prospective families.

RESPONSIBILITIES:

1. Admissions Management:

• Enquiry Handling.


• Respond promptly and professionally to admissions inquiries via phone, email, and in-person interactions.


• Provide prospective families with comprehensive information about the school’s academic, extracurricular, and admissions processes.

2. Admissions Process Coordination:

• Organize and manage all admissions documentation, ensuring timely completion and compliance with school policies.


• Schedule and facilitate school tours, interviews, entrance assessments, and orientation programs.

3. Follow-Ups and Communication:

• Maintain consistent and proactive communication with prospective families, guiding them through the admissions process.


• Collaborate with the marketing team to ensure the distribution of promotional and informational materials.

4. Record Management:

• Maintain accurate and up-to-date admissions data within the school’s management systems (e.g., ADAM and Finance systems).


• Generate regular reports on admissions trends and statistics for leadership review.

5. Front Office Administration.

6. Reception Duties:

• Manage the visitor sign-in process and ensure all visitors follow security protocols.


• Serve as the first point of contact, welcoming and directing visitors, students, and staff with professionalism.


• Manage incoming calls, emails, and correspondence, ensuring clear and efficient communication.

7. Office Coordination:

• Assist with the preparation and distribution of school communications, such as newsletters and announcements.


• Maintain and update student records, including attendance and enrolment data.


• Schedule appointments and meetings for school administrators and staff.


• Handle incoming and outgoing mail and deliveries.


• Supervise the daily operations of the front office, including scheduling, supply management, and maintenance of a professional workspace.


• Assist school leadership and staff with administrative support, such as document preparation, meeting coordination, and filing.

8. Student and Parent Support:

• Provide information and assistance regarding school policies, procedures, and events.


• Assist with student registration and orientation processes.


• Coordinate and manage the distribution of student passes and transportation arrangements.


• Address general inquiries from parents and students, providing timely and effective resolutions to concerns.


• Support school events, including open days, parent evenings, and extracurricular activities, ensuring smooth logistical coordination.

9. Marketing and Outreach:

• Assist in organising school events, meetings, and parent-teacher conferences.


• Coordinate with various departments to ensure smooth execution of events.


• Represent the school during in-house marketing events and tours as needed.


• Maintain an engaging and welcoming front office display and support the coordination of marketing material distribution.

10. Financial Administration:

• Invoice processing: Receiving, processing and tracking invoices for all and any payments made.

11. Emergency Response:

• Assist with emergency procedures and drills.


• Maintain and update emergency contact information and protocols.

REQUIREMENTS:

1. Qualifications:

• Education Min: Diploma in Admin, Communications and or related field


• Ideal: Degree in Admin, Communications and or related field

2. Legal Requirements:

• Min: Valid Driver’s License


• Ideal: PDP

3. Training:

• Ideal: Hazard & Safety Requirements

4. Experience:

• 2-3 years’ experience in admissions, customer service, administrative or clerical role preferably in an educational setting.