Company Overview
Hayat Universal School (HUBS), Qatar is a CIS accredited, British Columbia Certified Offshore School. We have been in operation for eleven years with outstanding success. The HUBS schools are the culmination of the vision and experience of Dr Ibrahim Al-Khulaifi, a renowned psychologist and educator in the Middle East. This is the link to the BC Certified Offshore Schools: http://www.bced.gov.bc.ca/offshore_schools/offshrschls_list.pdf The Ministry thoroughly inspects our school every year. For example, inspectors look into BC program year plans, instructional time, instructional methods, admission system, integrity of promotion and registration process, support services, school policies, safety and supervision plans, student and staff records, teacher and principal certification and hiring practices, learning resources, facilities and school licensing. To graduate from our school, students will have to successfully complete the requirements of the British Columbia graduation program in English. Graduates receive the British Columbia Certificate of Graduation (Dogwood Diploma). Although the school offers bilingual/bi-cultural education with an Arabic Program that implements the Qatar National Curriculum, the main program is the BC program with the majority of the instructional time dedicated for this program (80% in K and 74% starting Grade 1). Get a feel of our school! • Visit our video on YouTube to see how it is like to work at HUBS and live in Qatar! https://www.youtube.com/watch?v=lnafzxF9BSc&feature=youtu.be • Visit the photo gallery on our website to see pictures of staff, students and facilities! http://www.hayatschool.com/MediaGallery/HayatGallery.asp?categoryid=73 Qatar is a stable and wealthy small country. The government has a vision for this small country that makes citizens proud. Doha, the capital is the only city in the country. It is an upscale expatriate-friendly city that is close to many travel destinations.
About the job
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.
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
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
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
Contributes to safety at the school by implementing policies and procedures related to school access
Provides administrative support as directed
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
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
Registers students according to the school policies and procedures
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
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
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
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
Ensures student files are complete with the required:
Registration documents as dictated by the school system
Documents and forms demanded for the school local and international accreditation
Documents produced during the school year, including Report Cards, Incident Reports, Support Services Reports, etc
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
Prepares “To Whom It May Concern” letters and similar letters upon parents’ requests and according to the relevant school policies and procedures
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
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:
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
Performs selling duties to existing and new parents. This includes:
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
Asking the immediate superior for help when facing difficulty replying to parent inquiries
Following up on those who made appointments for entry assessment to remind them of their appointments
Following up on parents who did not show up for assessment to further probe into and influence their decision making
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
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
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
Attending promotional and awareness events organized at the school premises or in other locations such as Exhibitions and Mall Stands
Prior to the start of the registration process, keeping track of promotional materials to alert the immediate superior of the needs
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
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
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
Receives and directs incoming calls through the school main telephone switchboard
Be the point of contact when parents need to pick up their children or meet with teachers or any of the school administrators
Sends out SMS messages to parents using their contact numbers available in the student database
Assists parents in the selection, ordering and payment of photographs, films and any other materials related to school activities
Helps in sending out paper notices to parents, by helping in their preparation and distribution
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
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
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
Assists with creating and coordination of emergency procedures
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
Requirements
A Bachelor’s degree
22 to 35 years old and in good physical health
3+ years of experience in administration affairs
Fluency in English and Arabic languages, reading, speaking and writing
Proven ability to effectively work with children and adults in a pleasant and cooperative manner
Perform responsibilities and tasks timely, accurately and with great attention to detail
Proactive with a positive attitude
Able to operate with minimal supervision and self-motivated when given new assignments
Highly organized and able to multi-task
Creativity and ability to think out of the box
Strong oral and written communication skills in both Arabic and English
Proficiency in Microsoft Office, database systems, and Internet research skills
Works safely and establishes a safe environment; reacts quickly in emergency situations to maximize children safety
Analyzes situations and takes appropriate action regarding routine/emergency procedural matters without immediate supervision
Possesses knowledge of modern office practices, procedures, and equipment
Benefits
We offer competitive salaries and a friendly school environment
Package does not include housing, transportation or summer tickets
How to Apply:
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