Senior Registrar & Admissions Lead-PBIS @ PIS

Safer Recruitment and Safeguarding Commitment

PBIS is totally committed to safeguarding the welfare of children and young people and expects the same from its employees. All new staff will be subjected to an enhanced pre-employment clearance check, including an identity check, criminal background checks, qualifications checks and employment checks to include an exploration of any gaps in employment and three professional references which will be verified. All teaching posts must have a teaching qualification.

Key Responsibilities

• 1. Registrar Operations, Student Data Management & Quality Assurance (School-Wide) — First Priority

The Registrar function ensures accurate, complete, compliant and reliable student data across all campuses. High-quality data underpins admissions, enrolment planning, reporting, regulatory compliance and day-to-day operations.

• Oversee the accuracy, completeness and compliance of student records across all campuses, in line with school policy and Lao regulatory requirements.
• Lead student data audits, validation exercises and record-accuracy checks.
• Oversee the annual student roll-over, ensuring accurate progression, class placement and academic-year transition.
• Guide campus administration teams on admission-form verification, withdrawals, status updates, changes to student information and data-accuracy procedures.
• Oversee the timely issue of transcripts, certificates, enrolment confirmations and other official student documents.
• Ensure monthly student insurance records, enrolment statistics and student status reports are accurately maintained and submitted.
• Develop and maintain registrar procedures, standards and workflows for consistent record management across campuses.
• Monitor and improve data quality within the school management system.

2. Reporting, Data Analysis & System Support

• Prepare regular reports on admissions, enrolment trends, student data, administration performance and operational updates for senior leadership.
• Maintain accurate reporting dashboards, with reliable and consistent data sources updated to agreed timelines.
• Analyse enrolment, admissions, retention, withdrawal and student-movement data to identify trends and support planning.
• Lead registrar-related projects, system enhancements, data-improvement initiatives and process development.
• Guide the implementation, testing and improvement of new administrative systems and workflows.
• Provide or coordinate system training (e.g. Xero, the school management system) and ensure correct data-entry procedures are followed.
• Support the development of automated reporting to reduce manual errors and improve efficiency.
• 3. Admissions Management Oversight & Quality Assurance (Cross-Campus) — Second Priority

Admissions are one of the school's primary revenue streams.

• Act as the central point of contact for all new student enquiries (WhatsApp, telephone, email and other channels), assign cases to the relevant campus admin team, and follow up regularly until enrolment handover.
• Audit the accuracy, completeness and quality of admission documentation across all campuses.
• Monitor and support enrolment growth by ensuring admissions workflows and lead tracking are followed correctly.
• Quality-check admissions case management across campuses, including invoice accuracy and correct input of payment records.
• Provide weekly lead-to-enrolment conversion updates, drawn from the lead management report, to the Head of Administration & Admissions and the Head of Registrar.

4. School Tours & Prospective Family Engagement (New)

• Conduct school tours for prospective families when required, presenting the school's curriculum, facilities, campuses and admissions process confidently in Lao and English.
• Coordinate tour bookings with campus teams, ensuring the right staff, classrooms and materials are available.
• Record every tour in the lead management system and follow up with the family within the agreed timeline.
• Support open days, admissions events and information sessions, which may occasionally fall outside normal working hours.
• Feed back family questions and concerns to leadership to improve the admissions experience.
• 5. Finance & Payment Monitoring — Pending Debt and Case Closure (New)
• Monitor outstanding tuition, enrolment, ECA and other fees across all campuses in coordination with the Finance Team, maintaining an up-to-date pending-debt tracker (aged by days overdue).
• Support campus admin teams to track and follow up pending payment cases with families, in line with the school's fee policy and agreed escalation timeline; direct payment follow-up with families remains the responsibility of the admin teams.
• Track all open cases (pending payments, incomplete admissions, document requests and data corrections) and ensure they are closed within the agreed timeline; escalate overdue cases to the Heads and Finance.
• Check that invoices and payment records in Xero match the school management system, and resolve discrepancies promptly.
• Ensure enrolment confirmations and official documents are released in line with school policy on outstanding balances.
• Submit a weekly pending-debt and open-case report to the Head of Administration & Admissions, the Head of Registrar and the Finance Team.

6. Cross-Campus Advisory & Support

• Advise on admissions workflows and documentation standards, including invoice and payment-record accuracy, when other campuses request support or when directed by the Head of Administration & Admissions.
• Promote consistent admissions and registrar practice across campuses through shared standards and periodic guidance.
• Represent the registrar and admissions function in cross-campus meetings.
• 7. ECA (Extra-Curricular Activities) Lifecycle Oversight — Early Years & Primary
• Work with the Head of Administration & Admissions to ensure accurate records of ECA participation, enrolment and payments.
• Guide coordination between admin teams on ECA communication and registration.
• Ensure system registration of ECA enrolments by teachers and parents is correctly followed and quality-checked.
• Oversee ECA communication with parents and teachers across the full termly lifecycle, ensuring every message is accurate, bilingual (Lao and English) and sent on time:

Before Launch

• Announce the programme list, schedule, fees, age groups and registration window to parents.
• Brief ECA teachers on registration steps and deadlines.

During Registration

• Send reminders before the registration deadline.
• Confirm places, waiting lists and invoices.
• Follow up on unpaid ECA fees with the Finance Team.

During the Term

• Share notices of schedule changes, cancellations, venue or teacher changes, and any attendance concerns promptly with families.

End of Term

• Collect parent and teacher feedback.
• Confirm refunds or credits where applicable.
• Announce the next-term programme and registration dates.
• Keep a record of all ECA communications sent, and resolve parent queries within the agreed timeline.

8. Compliance, Quality Assurance & Continuous Improvement

• Quality-assure translated documents and communications (Lao–English) from academic and admin teams.
• Maintain accurate records across all areas of responsibility, in line with school data-management and data-protection policies.
• Contribute to SOP reviews and cross-campus process improvements.

Key Performance Indicators (KPIs)

Performance Weightings

The total weighting is 100%. Records and admissions remain the joint first and second priorities at 30% each. Reporting moves from 20% to 15% to make room for the new finance and payment-monitoring area (15%). School tours sit within admissions.

Person Specification

Key Skills & Competencies

1. Excellent Customer Service

• Warm, professional and responsive with parents, students, staff and external parties.
• Answers new enquiries within 1 working day.
• Leads school tours that leave families with a positive, lasting impression.

2. Strong Work Ownership

• Takes personal responsibility for every case from first enquiry to enrolment handover.
• Takes ownership of pending payments and open cases until they are closed within the agreed timeline, without needing to be chased.

3. Teamwork

• Works collaboratively with campus admin teams, the Finance Team, academic staff and both line managers.
• Shares information openly and supports colleagues across campuses during busy admissions periods.

4. Attention to Detail

• Demonstrates close attention to accuracy in student records, admission documents, invoices, payment records and Lao–English translations.
• Identifies and corrects errors before they reach families or appear in reports.

5. Leadership, Organisation & Problem-Solving

• Ability to guide and support campus admin teams on standards and procedures.
• Excellent organisation and problem-solving, with the ability to manage many open cases to deadline.
• Tactful but firm when supporting admin teams to follow up outstanding payments.
• Sound judgement in escalating issues to senior leadership.

6. Communication & Presentation

• Confident presentation skills for school tours, open days and admissions events.
• Excellent communication skills in Lao and English.

7. Professionalism & Confidentiality

• Discreet and professional with confidential student, family and financial information.

8. Flexibility

• Flexibility to support occasional open days or events outside normal working hours.