Registrar
Full time, fixed term (maternity cover)
Starting December 2025
Executive Summary
Headington Rye Oxford is seeking a customer focused and flexible individual to join our Admissions team for a fixed term to cover maternity leave. The successful candidate will have excellent attention to detail, be knowledgeable or willing to learn the process of applying for student visas and sponsorship, be process driven with excellent administrative skills including expertise in MS Excel, Google Sheets and databases. Accuracy is key and there is a need for thoughtful responses to customers from across the world at various stages of 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.
Marketing and Admissions at Headington Rye Oxford
The Admissions and Marketing teams are located together in Boundary Cottage on the Senior School site, just 5 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 through to enrolment.
The Marketing and Admissions teams work closely together to present a strong and welcoming image of the School to prospective families, running Open events and Entrance Days and attending Future Schools Fairs both at home and abroad.
Role Description
The Registrar role is a full time, all-year round, fixed term (maternity cover) role starting in December 2025. The purpose of the role is to manage admissions to Headington Rye Oxford, providing a high level of customer service throughout the admissions cycle.
Key Responsibilities
- support to the Director of Admissions and Marketing on all matters relating to the admissions process.
- management of Child Student Visa candidates from start to finish and liaison with Newland Chase Education to ensure all information is provided for the production of the CAS for each student
- notification of Child student leavers and other changes relevant to Child students to Newland Chase Education
- management of the Admissions Inbox for the Admissions Team
- maintenance of the admissions number forecast spreadsheet for Senior School
- maintenance of the boarding house forecast spreadsheet with the assistance of the Head of Boarding
- 16+ admissions from initial enquiry to enrolment, including the checking of GCSE and IGCSE results for offered Sixth Form candidates prior to entry and notification of subject choices and subject changes for Sixth Form candidates to the Deputy Head Academic
- organisation of Sixth Form Options Evening in terms of prospective students, Sixth Form Experience event and the Boarding Induction Welcome
- management of the online enrolment joining papers package and online applications package
- responsibility for producing all results letters to families for the Senior School across all entry points
- allocation of students to competitive houses
- allocation of students to 11+ form group
- assistance with the production of reports for decision meetings and council papers
- responsibility for ordering relevant entrance exam materials such as licences and requesting new entrance exam papers annually
- management and oversight of the Admissions Team completing the necessary enrolment steps for new starters at the school - e.g rollover into iSAMS
- oversight of planning for all entrance days for 11+, 12+ 13+, 14+ and 16+ in conjunction with Admissions Coordinators
- oversight of the Admissions Database entries to ensure accurate reporting and liaison with software providers for troubleshooting
- attendance at marketing events such as Future Schools Fairs/Information evenings and occasional overseas recruitment events
- oversight of ISEB, Quest and EAL testing for Entrance Days and assisting the Admissions team when necessary
- production of monthly Admissions Registers
- notifying the LEA of leavers and joiners and completing the full process surrounding that
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
- previous experience within an Admissions Department
- experience with Child Student Visas and immigration matters within a school environment
- knowledge of the independent school sector and boarding
Personal Attributes and Skills
- excellent interpersonal, customer care and communications skills and experience of communicating successfully with a wide range of people
- excellent administrative skills including fast data entry, personable telephone manner and high levels of literacy in MS Office, Excel, Google Sheets and Docs
- confident communicator with excellent verbal and written skills
- commitment to work in collaboration with colleagues and professional contacts within the education sector to pursue the School’s aims
- ability to multi-task and operate in a high-pressure environment
- sympathy with the values and ethos of the School
Terms of Appointment
Type of Contract
Full time, all year round, maternity cover (flexible working requests will be considered) starting in December 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
circa £40k dependent 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: Monday 20th October 2025
Interviews: week commencing Monday 20th October 2025
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.
