PR & Registration Officer (Qatari Female)

Position Details

Position Title              : PR/Registration Officer

Employment Status    : Full Time

Contract Type             : Open

Annual Vacation         : 40 Days

Benefits                       : End of Service Benefit

Reports To                  : PR / Registration Supervisor

Positions Supervised : None

Location                      : Hayat Universal School – Doha (Al-Thumaid)

Main Responsibilities

The PR/Registration main areas of responsibilities are PR and registration interchangeably. The Officer will handle duties in these two main areas according to the needs of the school. The order of listing areas of responsibilities or main duties does not indicate priority.

1. Implements the school registration system and maintain students’ records in a manner that maximizes efficiency and fulfills the requirements of the British Columbia Ministry of Education for offshore school certification, Qatar Ministry of Education and Higher Education requirements and any legal obligations the school has to meet towards parents and local and international government bodies.
2. Supports the objective of achieving school annual enrollment targets through, firstly, efficient and accurate implementation of the registration process to ensure up to date information is always available to support the sales process and, secondly, through performing sales and marketing duties in a professional and credible manner when needed.
3. Provides professional, caring and responsive assistance to the external public (parents and visitors) and internal public (school staff) by being the point of contact in the school through which different parties can connect.
4. Contributes to safety at the school by implementing policies and procedures related to school access.
5. Provides administrative support as directed.
6. Actively helps develop an attitude of teamwork among school staff, the integration of teaching and administrative staff and the promotion of positive morale within the school.

Main Duties

Registration

1. Coordinates with teaching staff to plan schedules for entry assessment that ensures assessments are scheduled within 48 hours of the request by the parent to maximize the number of assessed students.
2. Registers students according to the school policies and procedures.
3. Prepares accurate class lists for approval; accurately and promptly updates the lists on daily basis during the registration season at the beginning of the year and disseminates the updated lists to concerned parties as instructed by the immediate supervisor.
4. Coordinates with the school Accounts on daily, weekly and monthly basis, depending on the time of the year, to inform Accounts of the registration status of students and students that are likely to default on payment. This duty must be performed with utmost accuracy and speed especially during the registration seasons.
5. Keeps track of student registration status based on relevant reports such as the attendance reports received from teachers, which the Registration Officer must be proactive in checking daily or weekly, depending on the season. Also, through and Support Services reports, to identify students who have dropped out, are likely to drop out or who may be suspended creating a vacant seat. Take prompt action by advising the immediate supervisor to replace the student when registration is still possible.
6. Updates and maintains the student database in a timely manner. Performs periodical checks to ensure the accuracy, completeness and currency of information in the database. Disseminates the database or reports based on the database in a timely manner as instructed by immediate supervisor.
7. Ensures student files are complete with the required:
   1. Registration documents as dictated by the school system
   2. Documents and forms demanded for the school local and international accreditation
   3. Documents produced during the school year, including Report Cards, Incident Reports, Support Services Reports, etc.
8. Implements any mandated processes related to providing online or hard copy information to school licensing and accreditation bodies including the Qatar Ministry of Education and Higher Education and British Columbia Ministry of Education.
9. Prepares “To Whom It May Concern” letters and similar letters upon parents’ requests and according to the relevant school policies and procedures.
10. Arranges to give out student files to parents and other parties such as school administrators and teachers observing the school policies and procedures regarding release of student files.
11. Performs any administrative assistance and secretarial duties as requested by the immediate supervisor, including attending meetings, taking minutes and preparing minute reports.

Public Relations

Provides primary support to the PR Officer and replaces the Officer if need be in performing the selling duties including:

During Registration Seasons:

1. Receives all incoming calls and visitors inquiring about registration including first time and follow up inquiries, from parents of new students as well as parents of registered students.
2. Performs selling duties to existing and new parents. This includes:
   1. Making the initial presentation, answering inquiries, providing clarifications and handling objections either over the phone, through email or in person at the school including providing tours of the school.
   2. Asking the immediate superior for help when facing difficulty replying to parent inquiries.
   3. Following up on those who made appointments for entry assessment to remind them of their appointments.
   4. Following up on parents who did not show up for assessment to further probe into and influence their decision making.
   5. Calling parents to inform them of result of entry assessment and continue to follow up with them in a manner that will convince them to register.
   6. Making every effort to present the school decisions regarding the placement of children in lower grades in a manner that will convince the parent of the educational justifications of these decisions and their benefits to their children.
   7. Calling parents of registered students who are in the support service program to inform them of decisions regarding re-registration of their children and their justifications.
3. Attending promotional and awareness events organized at the school premises or in other locations such as Exhibitions and Mall Stands.
4. Prior to the start of the registration process, keeping track of promotional materials to alert the immediate superior of the needs.
5. Prepares, and works with other staff, to prepare areas where parents will be present during the registration process to communicate school benefits that are necessary for the sales process. Such benefits are communicated using themes and by showcasing students’ work, activities, learning resources, accreditation documents, awards, etc. Areas include Reception areas and school hallways.
6. Ensures areas where parents are present are clean, neat and welcoming by arranging own office and raising to the immediate superior requirements and concerns related to the other areas.

Throughout the School Year

1. Receives all visitors and ensures they are directed to where they need to go in the school without disrupting the school work or jeopardizing the safety of students.
2. Receives and directs incoming calls through the school main telephone switchboard.
3. Be the point of contact when parents need to pick up their children or meet with teachers or any of the school administrators.
4. Sends out SMS messages to parents using their contact numbers available in the student database.
5. Assists parents in the selection, ordering and payment of photographs, films and any other materials related to school activities.
6. Helps in sending out paper notices to parents, by helping in their preparation and distribution.
7. Provides administrative assistance for school and class activities such as field trips, showcases, school opening nights, open days, graduation ceremonies, special events, parent-teacher interviews and other events related, but not limited to, public relations.

General Administration

1. Provides school and EduGlobe executives with objective and well thought out feedback regarding issues related to registration and issues related to parents to aid decision making that will improve registration, relations with parents and school staff and the quality and efficiency of the school service.
2. Prepares and issues periodical reports (daily, weekly, etc.) and reports upon request regarding pre and post-registration areas and public relations areas, including follow up on school ads and information.
3. Assists with creating and coordination of emergency procedures.
4. Performs other related, similar or logical duties as required or assigned. This may include assisting other school administrative staff during their peak time and manning the school reception when needed.