School Admissions Coordinator (Part-time job)
23 hours ago
Barcelona
PURPUSE OF THE ROLE This is a part-time position (20 hours per week), preferably with morning working hours. The Admissions Coordinator plays a key role in delivering the full admissions journey, with a strong focus on exceptional customer experience, relationship building and enrolment success. Working closely with the School Head of Admissions, the Admissions Coordinator takes direct ownership of prospective families throughout the entire admissions funnel — from initial enquiry through to enrolment — ensuring a professional, warm and consultative experience at every stage. This is a hands-on admissions role with direct responsibility for managing and converting an assigned pipeline of prospective families. The Admissions Coordinator is expected to proactively manage leads, build strong relationships with families, coordinate visits and assessments, follow up consistently and drive applications towards successful enrolment. The role works alongside the School Head of Admissions as part of the school admissions team, sharing the day-to-day management of the admissions pipeline and admissions activities. While the School Head of Admissions retains overall leadership and accountability for the admissions function, the Admissions Coordinator is expected to operate with a high degree of autonomy and ownership. The Admissions Coordinator also supports the preparation and accuracy of admissions reporting and KPIs and, during periods of absence or holiday of the School Head of Admissions, will provide continuity for the admissions function, including taking responsibility for the required admissions reporting and pipeline updates. Working as part of the wider school administrative and leadership community, the postholder will ensure that every interaction reflects the school’s values and high standards of professionalism, contributing to a positive public perception and the continued growth of the school. KEY RESPONSIBILITIES Admissions & Pipeline Management • Manage the full admissions process from first enquiry to enrolment for prospective families within the assigned pipeline, providing a professional and consultative experience throughout., • Take direct ownership of leads and opportunities within the school’s admissions pipeline, proactively progressing families through each stage of the admissions funnel., • Build trusted relationships with prospective families, understanding their needs and presenting the school and its educational proposition in a compelling and personalised way., • Manage interviews, school tours, meetings and other interactions with prospective families, ensuring timely and effective follow-up., • Maintain consistent communication with families throughout the admissions journey, proactively addressing questions, concerns and potential barriers to enrolment., • Coordinate applications, entrance tests, evaluations, documentation and other admissions requirements., • Follow up on outstanding applications and documentation to ensure families progress efficiently through the admissions process., • Work collaboratively with the School Head of Admissions to maximise conversion opportunities and support the achievement of the school’s enrolment targets., • Contribute actively to retention and re-enrolment activities where required. CRM, Data & Reporting • Use the school’s CRM as the primary tool for managing the admissions pipeline, ensuring that all enquiries, interactions, activities and outcomes are accurately recorded and kept up to date., • Maintain high standards of CRM data quality, accuracy and completeness., • Monitor individual pipeline activity, follow-up actions and conversion progress, identifying opportunities requiring additional attention., • Support the School Head of Admissions in the preparation of regular admissions, pipeline, conversion and KPI reporting for the School Leadership Team and Central Office., • Contribute to the analysis of conversion rates, enquiry sources, pipeline performance and other admissions data to identify trends and opportunities for improvement., • Ensure that all required reporting information is accurate, complete and available within agreed timelines., • Provide continuity of admissions reporting during periods of absence or holiday of the School Head of Admissions, preparing and sharing the required reports and pipeline updates as appropriate. Family Experience • Deliver an outstanding experience to prospective families at every stage of their admissions journey., • Ensure communication is professional, timely, warm and personalised., • Act as a knowledgeable point of contact for prospective families, providing clear and accurate information about the school, admissions requirements and next steps., • Ensure a smooth handover and welcoming experience for families as they move from prospective to enrolled members of the school community., • Represent the school professionally during tours, open days, events and other family-facing activities. Collaboration, Marketing & Events • Work as a close partner to the School Head of Admissions, sharing responsibility for the effective day-to-day management of admissions activity and the prospective-family pipeline., • Collaborate with Marketing and other school teams to support campaigns and initiatives aimed at generating enquiries and increasing enrolment., • Participate actively in open days, recruitment events, school visits and other admissions and marketing activities., • Provide insights from prospective families and the admissions pipeline to help inform marketing activity and improve the overall customer journey., • Build effective working relationships with academic, administrative and leadership colleagues to ensure a coordinated admissions experience., • Support wider school initiatives and events where these contribute to recruitment, conversion or the experience of prospective families. EDUCATION AND SKILLS Essential • Native-level or professional fluency, spoken and written, in English and Spanish., • Experience in consultative, relationship-based sales, admissions, customer experience or another service-oriented environment., • Strong ability to build relationships, understand customer needs and confidently guide prospective families towards a decision., • Experience using CRM systems or databases for lead and pipeline management., • Strong organisational skills with the ability to manage multiple prospective families and priorities simultaneously., • High level of accuracy and attention to detail., • Excellent interpersonal, written and verbal communication skills., • Strong follow-up skills and a proactive approach to progressing opportunities., • Comfortable working with data, KPIs and regular reporting., • A flexible, positive and “can-do” attitude, with the ability to work both independently and collaboratively. Desirable • Previous admissions, sales or customer-facing experience within an international school, education or service environment., • Experience managing a sales or admissions funnel from initial lead through to conversion., • Experience supporting marketing campaigns, recruitment activities or event coordination., • Competence in data analysis and reporting tools such as Excel or Google Sheets., • Understanding of customer journey mapping, lead conversion strategies and pipeline management. ISP Commitment to Safeguarding Principles ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history. ISP Commitment to Diversity, Equity, Inclusion, and Belonging ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.
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