Package Description

Basic Annual Salary: £30000-32000

Pension - Yes

Holidays - 28 days plus 8 statutory holidays

Fee Reduction - Yes

The Role

Belmont House School is seeking to recruit an experienced and enthusiastic Admissions & Office Administrator. This is a full-time post based at School, available from October 2026 onwards.

The successful candidate will have excellent communication skills and be highly motivated, organised and able to manage multiple tasks efficiently. A high proficiency in MS Office, including word and excel is essential. Knowledge of the administration of a school database system would be an advantage.

Job purpose

Under the direction of the Operations Manager, the Admissions & Office Administrator will ensure that all pupil admissions to the School are handled efficiently and will support the smooth, welcoming and efficient running of the School Office.

Key Responsibilities

• Responsible to the Operations & IT Manager for the day-to-day operation of the School Office, including data protection and security
• Line management responsibility for the School Secretary
• Guide prospective families through the applications and admissions process, coordinate all intake processes and procedures and maintain accurate records of prospective pupils.
• Ensure that the School’s management information system, iSAMS, is used to its full potential.
• With other office personnel:
• deliver front-line reception tasks, handle digital and telephone enquiries manage school communications, and maintain organised filing and data systems. Be a welcoming point of contact for visitors, pupils, parents and staff

Main Responsibilities

Main Duties

Admissions

Maintaining Principal's calendar and arranging visits for potential parents and pupils, ensuring that appropriate staff are informed of these visits. For Junior School visits, liaison between the Principal and the Head of the Junior School's calendars as necessary.

With the Principal, Head of Junior School and Head of Nursery, monitor/allocate pupil places throughout the year to facilitate the efficient management, transition and transfer of these pupils.

In conjunction with the Head of Nursery and Principal, liaison with East Renfrewshire Council regarding Nursery partnership. Providing an accurate list of Nursery pupils before the deadline date, to include any children who may come into Nursery throughout that Session.

Advise parents of the admissions process and maintain efficient contact at each stage of the process.

Sound knowledge of prospective pupils at the various stages of admission. Please see attachment – Pupil Application Process.

Participating in School Open Mornings and ensuring that all potential parents are notified of these events.

Being the first point of contact for prospective parents, ensuring that all appropriate information is available.

Maintaining an accurate record of enquiries and visitors and v Following up all enquiries.

School Database/iSAMS

Using and maintaining to its full potential, the School’s iSAMS database system, for applicants, current pupils, former pupils and staff.

In the absence of the School Secretary, daily absentee monitoring and recording.

Ensuring that all updates and changes are recorded accurately and on time.

Producing reports from the database as required.

Updating the Parent Portal with information and informing parents by email when School reports are available to view.

Supervision of the School’s administrative systems, data management and protection including staff and pupil information.

Annual roll forward of iSAMS database ensuring that it is fully updated for each new Session. Liaison with Senior Vice-Principal regarding Tutor Groups and allocation of Houses.

Office/General Duties

In the absence of the School Secretary, monitor and respond to email communications to the administration email address, passing on enquiries to the most appropriate member of staff in a timely fashion.

In the absence of the School Secretary, receive and welcome visitors to the School, ensuring appropriate signing in procedures are followed and arranging for their onward movement as necessary.

To answer incoming calls promptly and to assist with enquiries where possible, referring callers to the most appropriate member of staff where it is not possible to help them directly. To ensure that repeated calls, which have not been responded to, are escalated to the appropriate member of staff.

In the absence of the School Secretary, liaison with School Nurses and the local Health Board for all health checks and vaccinations. With the Senior Vice-Principal, coordinating availability of rooms for the above and ensuring that all consent forms are distributed and returned fully completed prior to the visits.

In the absence of the School Secretary, dealing with children who are unwell, making sure they are comfortable and supervised until a parent/guardian is contacted and the pupil is collected.

In conjunction with the School Secretary, ensure the smooth distribution of all necessary materials for school examinations, ensuring that all papers are in the office 24 hours prior to an exam taking place. After the exam, ensure these are securely stored in the office for collection by appropriate staff.

In conjunction with the School Secretary, liaison with the Qualifications Scotland Chief Invigilator and the School’s Qualifications Scotland Coordinator & Assessment Manager regarding safe storage and carrier pick-up of Qualifications Scotland examination papers each day for the duration of the QS exams.

The Ideal Candidate

Experience of a school office environment would be useful but not essential.

Exceptional people skills.

Proactive approach to work and the flexibility and availability to respond to a variety of situations, often at short notice.

Experience of effective team working.

Excellent time management and organisational skills.

A proficiency in MS Office, including word and excel is required.

Demonstrating absolute discretion and an understanding of confidentiality at all times.

To be aware of and comply with policies and procedures relating to child protection, health and safety and security, confidentiality and data protection, and to ensure that any concerns are reported to the appropriate person.

About the school/organisation

Many factors contribute to our success, but quite simply, at Belmont House School, we value every child for the individual that they are.

We do this through our small school roll of under 300 pupils and average class sizes of 12-15 pupils. Every child receives the personal attention they need to grow, not just academically, but in sports, music and the arts, and ultimately as a well rounded, confident individual.

Our close-knit, inclusive school community where extensive Pastoral Care combines with our robust Tutor System, means that every individual is recognised and given the same opportunities. No-one becomes merely an exam statistic.

Our safe, accessible location enables us to deliver a high quality independent education in the heart of Newton Mearns with the convenience of short journey times from around the south side of Glasgow, and with the added value that our pupils give back to the local community.