Registrar, Education ​/ Teaching, Education Administration

Job Description

For all staff in school we share a responsibility to ensure that children are safe and properly supervised at all times. Our school is committed to ‘amazing learning’—providing enjoyable and meaningful learning experiences so that every pupil makes as much progress as possible. All staff are expected to adhere to The Aquila professional code of conduct and commit to promoting our vision – ‘A happy community school with amazing learning at its heart where pupils are empowered to make choices, engage in meaningful learning experiences and make exceptional progress’.

Our focus is providing children with amazing learning and to be the school of choice for the community we serve.

The Aquila School 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 and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

• Friendly, approachable, professional, discreet and knowledgeable, able to work independently and as part of a team.
• Speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally and in writing in both English and Arabic.
• Plan, organise and prioritise time and workload in order to accomplish tasks and meet deadlines.

• Lead the registration process from the point of a child becoming enrolled.
• Take an active role in the day‑to‑day running of our busy school.
• Be a role model to all community members in terms of efficiency and positivity.
• Actively promote the school to support our vision of becoming the school of choice for our community.
• Be the key person in liaison with KHDA authority.
• Ensure that iSAMS is up to date and reflecting accurate information.

• Ensure the school educational permit and other requirements of the local regulatory authority including advertising and school CAS event approvals are met.
• Maintain the tracking sheet for all required documents from new families are accurate.
• Liaise with finance and admissions to follow up on registration deposit payment, and term payments to confirm the children’s start date.
• Liaise with head of primary and head of secondary on starting date for new children.
• Lead the process for re‑enrolment and provide regular updates to SLT, head of admissions and ISP admissions regional director.
• Ensure the school has relevant documentation for each pupil.
• Manage the school’s pupil database – iSAMS including templates and communication and ensuring all documents are on the shared drive and accessible in case of need.
• Ensure all compliant and timely submission of pupil records to and from KHDA.
• Manage the relationship of enrolled families until they join, sharing the welcome letter, parent handbook, newsletter, and familiarisation events.
• Support Admissions as required, where it does not interfere with the above core duties.
• Work with the leadership of the school to maintain the documents relating to admissions issues and pupils who are leaving.
• Assist with organising in‑house or off‑site activities for the school community.
• Maintain a visible, professional and high profile within the school.
• Support the day‑to‑day running of the school for example‑ reception duty, meeting guests, etc. to ensure smooth running of the school.
• Liaise with KHDA and other regulatory authorities to ensure the school is compliant (including opening new classes and grades, seeking approvals for exemptions, submitting end‑of‑year results, Year 12 equivalencies, and promotions) and seeking the relevant approvals for activities, events, advertisement, etc. and build up a positive relationship with these organisations.
• Support the Head of inclusion with the SEN requirements/documentation with KHDA.
• Ensure the leaving processes for the children are met as per school policy and KHDA regulations.
• Ensure accurate reconciliation between both databases on KHDA and iSAMS.
• Be the families point of contact for any special requests (enrolment/transfer/fees letters, KHDA certificates, etc.).
• Support the…