Administrative Reports to: Admission Office

Student Service

Role Overview

Supports the student lifecycle after admission — managing resources, cohort placement, government compliance (SMIPS), visa processing, announcements, withdrawals, and graduation. Acts as the central hub for student records and communication.

Key Responsibilities

Processes

SS01 — Resources Distribution

Frequency: start of term / as needed Approval: Student Service Tools: SIS / inventory tracker Coordinates with: Admission Office, Operations, programme teams

  1. Receive list of new and returning students requiring resources
  2. Prepare resource packs (uniforms, textbooks, devices, stationery)
  3. Verify inventory availability and request procurement if short
  4. Schedule distribution day(s)
  5. Distribute resources and collect acknowledgement signatures
  6. Record distributed items against student records
  7. Handle exchanges or replacements as needed
  8. Report inventory usage to Operations

SS02 — Cohort Assignment

Frequency: start of term / as needed Approval: programme head Tools: SIS Coordinates with: Admission Office, programme heads, homeroom tutors/supervisors

  1. Receive confirmed enrolment list from Admission Office
  2. Review student profiles (age, level, programme, special needs)
  3. Consult with programme heads on class capacity and composition
  4. Assign students to cohorts/classes
  5. Update SIS with cohort assignments
  6. Notify homeroom tutors or supervisors of their student lists
  7. Communicate class assignment to parents via Commun
  8. Process any reassignment requests with programme head approval

SS03 — SMIPS

Frequency: termly / as required by MOE Approval: Student Service Tools: SMIPS portal Coordinates with: programme heads, leadership (DSL)

  1. Collect required student data updates (enrolment, attendance, demographics)
  2. Verify data accuracy against SIS records
  3. Log in to SMIPS portal
  4. Enter or update student records as required
  5. Submit reports within MOE deadline
  6. Download confirmation or receipt of submission
  7. File submission records for compliance audit
  8. Flag any discrepancies or MOE queries to leadership

SS04 — Visa Application & Renewal

Frequency: as needed Approval: Administrative Director Tools: immigration portal / document checklist Coordinates with: Admission Office, parents, immigration authorities

  1. Identify international students requiring visa application or renewal
  2. Notify parents of required documents and timeline
  3. Collect documents (passport copies, offer letter, financial proof, medical)
  4. Verify documents are complete and valid
  5. Prepare and submit visa application to immigration authorities
  6. Track application status and follow up on delays
  7. Receive approval and distribute visa documents to family
  8. Update student records in SIS with visa details and expiry date
  9. Set reminder for future renewal

SS05 — Announcement

Frequency: as needed Approval: leadership / relevant department head Tools: Commun Coordinates with: all departments

  1. Receive announcement request from department or leadership
  2. Verify content accuracy and obtain approval if required
  3. Draft announcement in appropriate format
  4. Select target audience (all parents, specific programme, specific cohort)
  5. Publish via Commun
  6. Monitor for parent queries and respond or redirect
  7. Archive announcement record

SS06 — Withdrawal

Frequency: as needed Approval: Administrative Director Tools: SIS / Commun / withdrawal form Coordinates with: Admission Office, Account, programme head

  1. Receive withdrawal request from parent (written notice)
  2. Conduct exit conversation to understand reason
  3. Notify programme head and relevant staff
  4. Process withdrawal form with parent signatures
  5. Calculate any outstanding fees or refunds with Account (AC03)
  6. Collect school property (device, uniform, books)
  7. Update SIS to reflect withdrawal
  8. Issue transfer documents or school records
  9. Update SMIPS (SS03) if applicable
  10. Remove from Commun groups and billing masterlist (AC01)

SS07 — Graduation

Frequency: yearly Approval: programme head, Administrative Director Tools: SIS / Commun / event planning Coordinates with: programme heads, Operations, Events & Co-Curricular Activities

  1. Compile list of graduating students based on programme completion criteria
  2. Verify academic eligibility with programme heads
  3. Confirm graduation list with Administrative Director
  4. Coordinate graduation ceremony logistics with Operations and Events team
  5. Prepare certificates and awards
  6. Communicate ceremony details to parents via Commun
  7. Execute graduation ceremony
  8. Issue final transcripts and certificates
  9. Update SIS records with graduation status
  10. Update SMIPS (SS03) for graduated students