Enrolments Officer

**Reports to: Head of Development**
**Location: Drouin (**Warragul & Traralgon Campuses as required)
**FTE: 0.4 Permanent Part time**

**Primary Purpose**
To pursue full enrolment of the school (Kindergarten to Year 12) through the implementation
of the Marketing and Enrolment Strategy and actively managing the School’s enrolment
processes in order to provide the school with a reliable stream of future students. Key
deliverables include:
1. Co-ordinate enquiries and all aspects of student enrolments and withdrawals

2. Develop strong customer relationships with, provide all relevant information to and

conduct tours for prospective parents and students

3. Maintain accurate and immediate data in the School Information Management system

relating to current and future enrolments

4. Assist in the organisation of, and attend, open days, shopping centres, primary

schools and other promotional activities to effectively promote the School.

5. In conjunction with Enrolment Team, identify improvements for enrolment practices,

procedures and strategies.

6. Take an active role in growing the School’s scholarships program.

7. Co-ordinate Overseas Students and the associated requirements for ongoing

registration

**Reporting**
The Enrolments Officer reports to the Head of Development who in turn reports directly to the
Principal and will work in collaboration with other Marketing and Enrolment Team members
to ensure real time customer information is shared and acted on.

**Key Duties and Responsibilities**

Manage all aspects of student enrolments and withdrawals from Kindergarten to Year 12 at
all Campuses, ensuring such activities are in accordance with the School’s defined
Enrolment Process policies and procedures:
**1. Enrolments**
- Respond appropriately and in a timely manner to all enquiries
- Ensure prospective families receive all relevant data and information with the

Prospectus
- Develop strong customer relationships with new parents/students and progression

through a sales-oriented model from enquiry through to enrolment
- Produce and disseminate all relevant information for new students
- Organise and conduct tours of the School for prospective and incoming families
- Preparation of all correspondence relating to the enrolment, withdrawal and change

of status of students
- Liaise with Heads of School regarding the entry of students
- Responsible for all contact to new parents/students prior to commencement
- Ensure Heads of School and Accounts Department are provided with information

regarding new and exiting students.
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- Coordination of the Orientation processes for all new students, particularly the

Early Learning and Year 7 intakes each year
- Provide proactive input to the recommendation and development of improved

enrolment practices and procedures
- Active participation in any review of enrolment activities undertaken
- In conjunction with the Enrolment team assess, research and advise on

demographic and other relevant factors impacting on future enrolments and assist
with making predictions based on the data

**2. Database and Records Management**
- Maintain accurate and up to date data that is readily available in the School Information

Management system/s.
- Ensure all correspondence, digital or paper, is recorded in the document management

system
- Identify, review and report to your manager on any enrolment or withdrawal patterns

observed
- Coordinate student records including creation of data records, hard copy files, accurate

contact details and any pre-commencement data.
- Maintain data as requested by your manager.

**3. Promotion of the School
- Schedule events based on the schedule contained in the Marketing and Enrolment

Strategy
- Take a proactive role in contributing to the positive public profile of the School to

maximize enrolments through a range of activities
- As part of the Marketing and Enrolment Team, assist with organisation of Open Days,

Shopping Centre stands, Information evenings and other events including mailouts,
invitations, catering, displays and staff/student liaison as directed
- As part of the Marketing and Enrolment Team, attend all nominated functions relating

to new enrolments including New Parents’ Gathering, Transition Evenings and
Events, Open Days, Information Evenings and other functions
- Act as a reference point during Open Days and other marketing events for

prospective and incoming families
- Update and submit for approval all promotional documents which are used with the

Prospectus and other enrolment related activities
- Under direction, source materials, set up stall and attend to enquiries at internal and

other promotional events
- Liaise and build relationships within the wider School and catchment area

**4. Scholarships**
- Assist with the co-ordination of the scholarship process including the planning,

organisation, administration and communication requirements involved.
- Actively contribute