JOB PROFILEHEAD – ADMISSIONS
Department: Admissions
Designation: Head – Admissions
Boards/Curricula: CBSE & Cambridge
Reports To: Principal / Senior Management
JOB PURPOSE
To lead and manage the complete student admission and student-record process of the school for CBSE and Cambridge programmes. The Head – Admissions will be responsible for admission enquiries, parent counselling, school visits, applications, assessments, enrolments, student documentation, data corrections, withdrawals, Transfer Certificates and maintenance of accurate student records. The position will ensure a smooth and professional experience for parents and students while maintaining compliance with school policies and applicable board requirements.
KEY RESPONSIBILITIES1. ADMISSION MANAGEMENT
- Manage the complete admission process from initial enquiry to final enrolment.
- Handle admission enquiries received through telephone, email, WhatsApp, website, walk-ins and other channels.
- Counsel prospective parents and students regarding the school's academic programmes, facilities, admission criteria, policies and procedures.
- Conduct and supervise campus visits and school tours.
- Manage admission applications and ensure completeness of admission forms.
- Verify all supporting documents submitted by parents.
- Coordinate student assessments, interactions and interviews with the Academic Team.
- Coordinate admission decisions with the Principal/Academic Team.
- Ensure timely communication of admission decisions to parents.
- Coordinate fee payment and completion of admission formalities.
- Ensure proper onboarding and orientation of newly admitted students.
- Monitor grade-wise vacancies, admissions and seat utilisation.
- Maintain and monitor waiting lists wherever applicable.
2. CBSE & CAMBRIDGE ADMISSIONS
- Maintain sound knowledge of the school's CBSE and Cambridge programmes.
- Counsel parents regarding curriculum structure, subject choices, assessment patterns and academic progression.
- Coordinate with CBSE and Cambridge Academic Teams regarding admission requirements and student suitability.
- Handle students seeking admission from other boards or shifting between CBSE and Cambridge, wherever applicable.
- Ensure that accurate and updated information regarding both programmes is communicated to parents.
- Coordinate with the Academic Team regarding grade-wise intake and available seats.
3. STUDENT DOCUMENTATION & RECORDS
- Maintain complete and accurate admission records of all students.
- Verify Birth Certificates, previous school records, Transfer Certificates, report cards and other required documents.
- Ensure proper maintenance of physical and digital student files.
- Ensure accurate student data entry in the school's ERP.
- Regularly verify student records and identify discrepancies.
- Ensure that all student records remain updated, complete and confidential.
- Maintain records in accordance with school procedures and applicable board requirements.
4. NAME CORRECTION & STUDENT DATA CORRECTION
Handle and supervise requests relating to correction of student information, including:
- Student Name
- Father's Name
- Mother's Name
- Guardian Name
- Date of Birth
- Gender
- Address
- Contact Details
- Other personal particulars
Responsibilities include:
- Receive and scrutinise correction requests submitted by parents.
- Verify requested corrections against original supporting documents.
- Obtain necessary documents, declarations or applications from parents.
- Ensure that corrections are authorised as per school procedure.
- Update approved corrections in ERP and relevant school records.
- Ensure consistency of corrected information across all applicable records.
- Maintain a proper register/record of correction cases.
- Coordinate with CBSE, Cambridge or other concerned authorities where board-level correction is required.
- Escalate sensitive or exceptional cases to the Principal/Senior Management.
5. STUDENT WITHDRAWAL
- Manage the complete student withdrawal process.
- Receive and process withdrawal requests as per school procedure.
- Verify student details and withdrawal documentation.
- Coordinate clearance with Accounts, Library, Transport and other concerned departments.
- Ensure settlement of outstanding dues as per school policy.
- Coordinate with the concerned departments for completion of the withdrawal formalities.
- Ensure timely updating of the student's withdrawal status in ERP.
- Maintain withdrawal records and registers.
- Ensure proper closure and archiving of student files.
- Record and analyse reasons for student withdrawal.
- Prepare periodic withdrawal reports for management.
- Highlight significant or recurring withdrawal trends to the Principal/Senior Management.
6. TRANSFER CERTIFICATE (TC)
- Supervise the complete process of Transfer Certificate issuance.
- Verify student information before preparation of the TC.
- Ensure accuracy of:
- Student Name
- Parent Names
- Date of Birth
- Admission Number
- Class
- Date of Admission
- Date of Leaving
- Other required particulars
- Coordinate with the concerned departments for completion of clearance formalities.
- Ensure proper authorisation and signatures as per school procedure.
- Maintain the TC issue register and supporting records.
- Handle requests for corrected or duplicate documents as per approved procedure.
7. ERP / STUDENT DATA MANAGEMENT
- Ensure accurate and timely updating of admission and student information in the ERP.
- Monitor student status from enquiry through admission and, where applicable, withdrawal.
- Ensure proper creation and updating of student profiles.
- Verify data entered by the Admissions Team.
- Ensure approved corrections are reflected in the ERP.
- Coordinate with the IT/ERP Team for technical issues.
- Regularly identify and rectify discrepancies in student data.
8. PARENT COUNSELLING & RELATIONSHIP MANAGEMENT
- Provide professional and courteous counselling to prospective parents.
- Explain the school's academic programmes, policies, facilities and admission procedures.
- Address admission-related queries and concerns.
- Handle escalated parent cases professionally.
- Ensure timely follow-up of enquiries and applications.
- Maintain a positive relationship with prospective and existing parents.
- Ensure that only approved and accurate information is communicated to parents.
- Collect feedback regarding the admission experience and identify areas for improvement.
9. ADMISSION TEAM MANAGEMENT
- Lead and supervise the Admissions Team.
- Allocate responsibilities and monitor daily work.
- Set and monitor individual and team admission targets.
- Review enquiries, follow-ups, applications and conversion status.
- Conduct regular team review meetings.
- Train team members in:
- Parent counselling
- CBSE and Cambridge programmes
- Admission procedures
- Documentation
- ERP/CRM
- Communication skills
- Follow-up practices
- Monitor team performance and ensure professional standards.
10. MIS & REPORTING
Prepare and submit regular MIS reports to the Principal/Senior Management covering:
Admissions
- Total enquiries
- Source-wise enquiries
- Campus visits
- Applications received
- Assessments conducted
- Admissions confirmed
- Pending admissions
- Grade-wise admissions
- Board-wise admissions
- Conversion ratios
- Waiting list
- Available seats
- Occupancy
Withdrawals
- Total withdrawals
- Grade-wise withdrawals
- Board-wise withdrawals
- Month-wise withdrawals
- Reasons for withdrawal
- TC issued
- Pending withdrawal cases
Student Records
- Pending documentation
- Name correction cases
- Date of Birth correction cases
- Other data correction cases
- Pending TC cases
- Record discrepancies
11. ADMISSION EVENTS & OUTREACH
Coordinate with the Marketing/Communication and Academic Teams for:
- Open Houses
- Admission Days
- Campus Tours
- Parent Interaction Sessions
- Orientation Programmes
- Assessment Days
- Admission Campaigns
- Education Fairs
- School Outreach Activities
- Feeder-school engagement activities
Ensure appropriate staff deployment, parent coordination, counselling and follow-up.
12. INTER-DEPARTMENTAL COORDINATION
The Head – Admissions will coordinate closely with:
- Principal
- Academic Coordinators
- HODs
- CBSE Academic Team
- Cambridge Academic Team
- Accounts Department
- Administration Department
- HR Department
- Marketing & Communication Team
- IT/ERP Team
- Transport Department
- Library
- Front Office
- Other concerned departments
The role will ensure smooth coordination from admission enquiry and enrolment to student onboarding and, where applicable, withdrawal and TC issuance.
13. COMPLIANCE & CONFIDENTIALITY
- Ensure that admission and withdrawal procedures are followed as per school policy.
- Ensure compliance with applicable CBSE/Cambridge and other regulatory requirements.
- Maintain confidentiality of student and parent information.
- Ensure secure handling of physical and digital student records.
- Maintain proper documentation and audit trails.
- Ensure that no unauthorised alteration is made to official student records.
- Escalate sensitive, exceptional or policy-related matters to the Principal/Senior Management.
KEY PERFORMANCE INDICATORS (KPIs)
The Head – Admissions will be evaluated on:
- Achievement of annual admission targets
- Grade-wise seat occupancy
- Enquiry-to-admission conversion
- Visit-to-admission conversion
- Application-to-admission conversion
- Admission-to-enrolment conversion
- Timely follow-up of enquiries
- Parent satisfaction
- Accuracy of student records
- Timely processing of withdrawals
- Timely issuance of Transfer Certificates
- Timely resolution of name/data correction cases
- Accuracy of ERP data
- Compliance with documentation requirements
- Team performance
- Quality and timeliness of MIS reporting
- Effective execution of admission events
- Monitoring and reporting of withdrawal trends
QUALIFICATION & EXPERIENCEEducational Qualification
Graduate/Postgraduate in Education, Management, Business Administration, Marketing or a related field.
Experience
- Preferably 6–10 years of relevant experience in school admissions, student affairs, counselling, school administration or a related field.
- Experience in CBSE and Cambridge schools will be preferred.
- Experience in managing admission teams and student records will be an added advantage.
Essential Skills
- Excellent communication and interpersonal skills
- Strong parent counselling skills
- Leadership and team management
- Excellent organisational and follow-up skills
- Strong documentation and record-management skills
- ERP/CRM proficiency
- MIS and data analysis
- Problem-solving and decision-making ability
- Attention to detail
- Ability to handle confidential and sensitive matters
- Professional and service-oriented approach
- Good command of English
OVERALL ACCOUNTABILITY
The Head – Admissions shall be accountable for the effective functioning of the school's complete admission and student-record process:
Admission Enquiries → Parent Counselling → Campus Visits → Applications → Assessments → CBSE/Cambridge Admissions → Documentation → Enrolment → ERP & Student Records → Name/Data Corrections → Withdrawals → Transfer Certificates → MIS & Reporting → Parent Relations → Compliance
Pay: ₹25,000.00 - ₹50,000.00 per month
Work Location: In person
