Administrative Reports to: Administrative Director

Admission Office

Role Overview

First point of contact for prospective families. Manages the full admissions funnel from initial inquiry through enrolment and onboarding, ensuring a smooth and welcoming experience that reflects Zera's values.

Key Responsibilities

Processes

AO01 — Inquiry

Frequency: daily / as received Approval: Admission Office Tools: Google Form / Jot Form Coordinates with: Marketing (Media & Marketing)

  1. Receive inquiry via walk-in, phone, email, social media, or Form
  2. Log inquiry details in tracking system (parent name, student age, programme interest)
  3. Provide initial information about Zera's programmes and fees
  4. Assess fit based on student age and programme availability
  5. Schedule campus tour (AO01a) if parent is interested
  6. Tag inquiry source for marketing tracking
  7. Add to follow-up pipeline (AO03)

AO01a — Campus Tour

Frequency: as scheduled Approval: Admission Office Tools: Coordinates with: programme coordinators, principal

  1. Confirm tour date and time with family
  2. Prepare tour materials (brochure, fee sheet, programme overview)
  3. Brief tour guide or coordinator on family's interests
  4. Conduct campus tour covering facilities, classrooms, and key areas
  5. Introduce family to relevant programme head if available
  6. Address questions and provide next steps (application, trial day)
  7. Log tour feedback and update inquiry status
  8. Schedule follow-up within 48 hours (AO03)

AO02 — Open Day

Frequency: termly / as planned Approval: Administrative Director Tools: Coordinates with: Media & Marketing, Operations, all programme teams

  1. Set open day date and objectives with Administrative Director
  2. Plan programme and activities (presentations, student showcases, Q&A)
  3. Coordinate logistics with Operations (venue setup, refreshments, signage)
  4. Promote event through Media & Marketing channels
  5. Prepare registration system for attendees
  6. Brief all participating staff on roles and talking points
  7. Execute open day and manage visitor flow
  8. Collect visitor contact details and feedback
  9. Follow up with all attendees within one week (AO03)

AO02a — Booth

Frequency: as needed Approval: Administrative Director Tools: marketing materials Coordinates with: Media & Marketing

  1. Identify event or location for booth (education fair, community event)
  2. Obtain approval and budget from Administrative Director
  3. Prepare booth materials (banners, brochures, registration forms)
  4. Assign staff for booth duty
  5. Set up and manage booth on event day
  6. Engage visitors and collect contact details
  7. Log all leads into inquiry tracking system
  8. Follow up with leads within one week (AO03)

AO03 — Follow Up (Leads Nurturing)

Frequency: ongoing Approval: Admission Office Tools: Commun / spreadsheet / whatsapp Coordinates with: programme heads

  1. Review pipeline of open inquiries and tour/event attendees
  2. Categorise leads by warmth (hot / warm / cold)
  3. Send personalised follow-up message or call within scheduled timeframe
  4. Address outstanding questions or concerns
  5. Invite to next event or offer trial day if appropriate
  6. Update lead status after each touchpoint
  7. Escalate high-interest leads to programme head for direct engagement
  8. Archive cold leads with reason after agreed follow-up period

AO04 — Admission

Frequency: as needed Approval: programme head, Administrative Director Tools: Commun application form Coordinates with: programme head, Student Service, Account

  1. Receive completed application form and supporting documents
  2. Verify documents (birth certificate, previous school records, passport for international students)
  3. Schedule assessment or interview with programme head
  4. Collect assessment outcome and admission recommendation
  5. Issue admission offer letter upon approval
  6. Receive signed acceptance and deposit payment
  7. Register student in SIS
  8. Notify Account for billing setup (AC01)
  9. Notify Student Service for cohort assignment (SS02)
  10. Hand over to onboarding process (AO05)

AO05 — Onboarding

Frequency: as needed Approval: Admission Office Tools: Commun / SIS / checklist Coordinates with: Student Service, programme team, Operations

  1. Send welcome pack to family (handbook, calendar, uniform info, Commun access)
  2. Set up parent and student accounts on Commun
  3. Coordinate uniform and resource distribution with Student Service (SS01)
  4. Schedule orientation day for new student
  5. Introduce family to homeroom tutor or supervisor
  6. Ensure student is added to relevant class groups and systems
  7. Check in with family after first week
  8. Confirm onboarding checklist is complete