Assistant registrar and Attendance officer

Company: International Schools Partnership Limited –

WebSite: Dubai, United Arab Emirates

Job Description:**Job Description: Assistant Registrar and Attendance Officer**

**The Aquila School**

The Aquila School is dedicated to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All appointments are subject to comprehensive vetting procedures, including satisfactory criminal background checks or equivalent covering the previous 10 years of employment history.

**Key Responsibilities and Qualifications**

The successful candidate will demonstrate excellent communication and comprehension skills in the English language. They will be capable of independent work, exhibiting both efficiency and meticulous attention to detail and accuracy. The incumbent will possess the ability to liaise and collaborate effectively with a diverse range of individuals, including pupils, both within and outside the school environment, maintaining a professional demeanor. Initiative, flexibility, a proactive approach, and a positive attitude are essential attributes.

**Core Responsibilities**

The Assistant Registrar and Attendance Officer will:

* Serve as a welcoming point of contact for visitors, addressing inquiries from families, visitors, staff, and children.
* Actively contribute to the daily operations of the school.
* Support the school’s vision to be the preferred educational institution for the community.
* Provide support to the Registrar in fulfilling the requirements of local regulatory bodies.

**Specific Duties Include:**

* Ensuring the safety and well-being of children at all times.
* Answering, screening, and directing telephone calls.
* Cross-referencing attendance records to ensure accurate pupil registration.
* Updating databases to maintain accurate pupil records, including contact information.
* Taking and relaying messages.
* Greeting visitors and providing refreshments.
* Providing information to callers and visitors.
* Providing general administrative and clerical support to school leadership.
* Assisting the Registrar with the registration process for new pupils, including KHDA registration and document collection.
* Maintaining current pupil data on Engage, including addresses, contact numbers, and email addresses.
* Assisting the Registrar in processing educational licenses in a timely manner.
* Applying for special approvals as required, in accordance with ministry expectations.
* Coordinating with parents regarding required registration documents to ensure timely completion, submission of end-of-year results, pupil promotion, and transfers within agreed time frames.
* Compiling and generating pupil records required by the ministry, in both manual and online formats.
* Completing daily attendance records, including first-day absence calls and late arrival documentation.
* Accurately inputting attendance data into Engage and investigating any missing records, including illness-related absences and unexplained absences.
* Making initial inquiries with parents regarding unexplained absences/lateness, including first-day calling.
* Monitoring pupil attendance and referring concerns to pastoral leaders.
* Promoting good attendance through activities with pupils and parents.
* Processing and actioning pupil holiday requests.
* Issuing routine correspondence to parents regarding attendance and absence, in accordance with school procedures.
* Liaising with external agencies regarding attendance matters (e.g., KHDA).
* Collating attendance data and producing routine reports.
* Complying with policies and procedures relating to child protection, health, safety, security, confidentiality, and data protection, reporting all concerns to the appropriate personnel.
* Identifying attendance issues and patterns of absence or late arrivals.
* Undertaking other tasks as required by the school or regional office to facilitate the efficient operation of the school.

The Assistant Registrar and Attendance Officer will report directly to the School Head of Admissions.

**Terms of Employment:**

* Annual Leave: 45 working days.
* Hours of Work: Monday to Thursday, 7:15 AM to 4:00 PM or 7:30 AM to 4:15 PM; Friday, 7:15 AM to 12:00 PM (with extended hours until 4:00 PM every 3-4 weeks on a rotating schedule).

**ISP Commitment to Safeguarding Principles:**

ISP is dedicated to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references, and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

**ISP Commitment to Diversity, Equity, Inclusion, and Belonging:**

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.

**ISP Principles:**

The post-holder will consistently demonstrate and embody the ISP Leadership Competencies and Principles, including:

* **Begin with our children and students:** Prioritizing the well-being and success of students in all activities.
* **Treat everyone with care and respect:** Fostering a supportive and inclusive environment.
* **Operate effectively:** Maintaining a focus on key priorities and adherence to school policies.
* **Are financially responsible:** Making judicious financial decisions in the best interests of the school and students.
* **Learn continuously:** Actively engaging in personal and professional development.

The Assistant Registrar and Attendance Officer will consistently demonstrate and role-model the ISP Leadership Competencies in all that you do.

* **Learning & Getting Better:** Continually demonstrates personal commitment and passion for learning and getting better using evidence and feedback; supporting others in their continual learning, development and growth.
* **Outcome driven:** Can be counted on to find solutions. Is consistently looking to exceed goals and is focused on KPIs.
* **Resilience:** Can deal with setbacks and challenges calmly and effectively.
* **Community Focus:** Is committed to meeting and exceeding the needs and expectations of our students and their families.
* **Integrity & Ethical Management:** Has the ability to work ethically and with integrity; helps others feel valued; upholds and models the ISP Vision, Purpose and Principles.
* **Agile:** Responds and adapts to changing circumstances; manages and solves problems by providing solutions in a climate of ambiguity.
* **Planning & Decision Making:** Makes decisions on the best course of action and then plans, organises, prioritises and balances resources to achieve the desired outcome.
* **Diversity & Equity:** Has the sensitivity, awareness and skill to understand the values, behaviours, attitudes and practices across cultures that supports all children and adults to learn and work effectively.

Skills: