About Alephya Education

Alephya is an educational group established in the UAE that owns and operates schools across the GCC. We are committed to nurturing global citizens who remain deeply connected to both their heritage and the wider world. Our schools deliver high-quality, accessible, and affordable education, inspired by the first and last letters of the Arabic alphabet – Aleph and Ya – symbolising our journey from beginning to end.

Position Overview

This role supports the school Registrar by managing end-to-end admissions tasks, from initial inquiry to enrolment, while ensuring compliance with ADEK regulations and maintaining exceptional parent experience. Acts as a key connector between prospective families and internal stakeholders.

Core Responsibilities.

1. Prospect Engagement & Family Support

• Act as the first point of contact for prospective parents via phone, email, and in-person, delivering a professional and welcoming experience.
• Provide personalized school tours and coordinate trial sessions or assessments.

2. Admissions Administration

• Process inquiries, applications, offer letters, acceptances, and waitlists in accordance with Registrar guidance.
• Maintain accurate and up-to-date records, manage CRM databases, files, and admissions documentation.
• Coordinate assessments and interviews, scheduling with academic staff and managing parent.

3. Registrar Support & Data Integrity

• Assist the Registrar in maintaining records of available places, waiting lists, and enrolment projections.
• Prepare weekly/monthly admissions reports for the Registrar and senior leadership.
• Support annual enrolment cycles, including re-enrolment, contract processing, and student registration with authorities.

4. Compliance & Documentation

• Ensure full compliance with ADEK/KHDA admissions requirements, including document verification and record-keeping.
• Manage student transfer documents (TCs), visas/passports, and coordinate with government relations as needed.

5. Database & Filing Systems

• Manage admissions inbox and filing (physical/digital), ensuring efficient document retrieval and secure archival.
• Update CRM/SIS platforms daily to maintain accuracy and support pipeline reporting.

6. Event & Process Support

• Assist with open days, information sessions, and feeder school outreach

Provide administrative support during peak periods, including exam entries, orientation, and data transfers

Qualifications & Experience

Personal Attributes

• Professional, customer-focused, and responsive under pressure
• Culturally sensitive with excellent interpersonal skills
• Organized, proactive, and capable of multitasking effectively

Reporting & Collaboration

• Reports to: Registrar
• Collaborates with: Registrar, Admissions Manager, Marketing Team, Academic Staff, Government Relations, Registrar
• Engages with: Prospective families, feeder schools, relocation agencies, and external authorities

KPIs & Success Metrics

• Average inquiry response time (e.g. within 24 hrs)
• Conversion rates (inquiry → application, application → enrolment)
• Accuracy of admissions records and compliance audits
• Parent satisfaction feedback
• Attendance and support during admissions events

Employment Terms

• Full-time, on-site position; flexibility for assessment days and events
• UAE work permit with background and child protection clearance required
• Competitive salary aligned with Abu Dhabi private school standards

This role acts as the Registrar’s right-hand, enhancing operational effectiveness, ensuring compliance, and delivering exceptional family engagement throughout the admissions process.