Admissions Co-ordinator
Full time, all-year round
Starting August 2025
Executive Summary
Headington Rye Oxford is seeking an enthusiastic, customer focused and flexible individual to join our Admissions team. The successful candidate will be a confident and personable communicator, with previous experience of working in a busy customer facing role. They will recognise the importance of the customer journey and the need for expedient and thoughtful responses to customers from across the world at various stages in the admissions process.
This is a full-time role, 37.5 hours per week, all-year round. Occasional evening and weekend working may be required to support core marketing and admissions events and the postholder will be required to travel two to three times a year to represent the School, with plenty of advance notice given.
Marketing and Admissions at Headington Rye Oxford
The Admissions and Marketing Teams are located together in Boundary Cottage on the Senior School site, just five minutes walk from the Prep School. Our team of Admissions staff manage local, national and international enquiries for places across all entry points to the School, from initial contact to enrolment.
The Marketing and Admissions teams work closely together to present a strong and welcoming image of the School to feeder schools and prospective families alike, running Open events and Entrance Days and attending Future Schools Fairs both at home and abroad.
Role Description
The Admissions Co-ordinator role is a full time, all-year round position starting in August 2025
Key Responsibilities
- manage applications for admission to Headington Rye Oxford, providing a high level of customer service throughout the admissions cycle.
- first line response to candidates applying to Headington Rye Oxford including response to initial telephone and email enquiries, processing of applications and registration fees, exam forms, scholarship forms and references, acknowledgment of documentation and entering of data into Metis
- organisation of prospective family tours of the School
- Entrance Day planning and event organisation
- production and distribution of detailed entrance letters for registered candidates
- production and distribution of entrance day and scholarship day timetables to registered candidates
- liaison with prospective families throughout the Admissions process, from initial enquiry through to first day at school
- assistance with Open Days, New Pupil Day organisation and taster day arrangements
- allocation of new joiners to competitive houses
- annual update of examination forms
- preparation and distribution of examination papers and invigilation as required
- assistance with the transfer of new pupils into iSAMS from Metis
- ascertaining continued interest of deferred candidates on an annual basis
- maintenance of electronic admissions files
- responsibility for an area of admissions
- required to travel two to three times a year to represent the School with plenty of notice
Person Specification
Qualifications and Experience
Essential
- degree and/or equivalent professional qualification or experience relevant to the role
- experience showing a strong grounding in administrative skills and customer service
- experience showing initiative, resourcefulness and the ability to thrive in a busy environment where multi-tasking is essential
- experience of process driven environments and the need for high levels of accuracy and diplomacy
Desirable
- knowledge of UK independent schooling
Personal Attributes and Skills
- excellent communication skills (written and oral)
- strong interpersonal skills
- strong team player
- ability to write clearly and concisely and to proof read accurately
- ability to manage multiple tasks and to prioritise effectively
- highly IT literate - Word, Excel, Outlook, Gmail, Google Doc/Sheets and databases
- accurate with data entry and a strong eye for detail
- adaptable and flexible (some evening and weekend work is required)
- strong diplomacy and discretion
- highly personable
- sympathy with the values and ethos of the School
Terms of Appointment
Type of Contract
Full time (37.5 hours per week), all-year round, permanent, starting in August 2025
Benefits
Pension
Contributory membership of the School’s Support Staff Pension Scheme with a School contribution of up to 9.95 per cent upon successful completion of six months’ service.
Fee remission
In accordance with the School’s policy, which may be subject to change, up to 50 per cent fee remission for pupils attending Headington Rye Oxford and up to 20 per cent fee remission for boys attending Magdalen College School (under a reciprocal agreement) and subject to the terms of their policy. Fee remission is calculated on the number of weeks and hours worked and is pro rata for part-time staff who work at least 50 per cent of a normal working week.
Salary
£31k per annum, depending on skills and experience
Additional Benefits
All staff have access to a broad programme of wellbeing activities. The programme currently includes access to the School’s gym and swimming pool, weekly Step and Tone and Zumba classes and regular staff social activities such as Book Club and Staff Choir. Staff also benefit from free access to the Employee Assistance Programme, a free, confidential helpline that offers advice on a range of issues. Free restricted parking is available for all staff on site.
Appointment Process and How To Apply
Applicants should submit an application form and a covering letter detailing their skills and experience to recruitment@headingtonschool.com
- Applications will only be accepted from candidates completing the application form in full. CVs will not be accepted in substitution for completed application forms. However, they may be sent in addition to the application form.
- We will seek references on shortlisted candidates and will approach previous employers for information to verify particular experience or qualifications, before the interview. References will ask about your suitability to work with children.
- If you are invited to interview you will receive notification outlining the interview process and guidance regarding the documentation you are required to provide.
Closing Date: Friday 6th June 2025
First round interviews: Tuesday 10th June
Second round interviews: Tuesday 17th June
Applications are reviewed and shortlisted on a rolling basis and we reserve the right to interview, appoint and close adverts early depending on the volume of applications we receive. We therefore encourage you to apply at the earliest opportunity to avoid disappointment as once we have closed a vacancy you will be unable to submit your application form.
All appointments are subject to satisfactory completion of all employment checks, ie references, Disclosure and Barring Service, medical questionnaire, Right to Work in the UK. Headington School is an equal opportunities employer and is committed to safeguarding and promoting the welfare of children and young people. Applicants must undergo child protection screening, including checks with past employers and DBS and barred lists checks. The School expects all staff and volunteers to share this commitment.
