Assistant Registrar

Job Description

Job Description for Assistant Registrar and Attendance Coordinator

The Aquila School is committed 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 and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

Key qualities and skills:

• To be excellent in communication and understanding the English language
• To be able to work independently, swiftly and with very close attention to detail and accuracy
• To be able liaise and work alongside a range of people – including pupils - in and out of the school in a relaxed but professional manner
• To use initiative, be flexible, fun, proactive and positive

Core purposes:

• To welcome visitors to our school and deal with queries from families, visitors, staff and children
• To take a varied and active role in the day to day running of our busy school
• Supporting the school in its vision to be the school of choice for the community
• To support the registrar with the requirements of the local regulators

Key duties include:

• To ensure children are safe and well cared for at all times
• Answering the telephone, screening and directing calls
• Cross checking attendance to ensure accurate registration of pupils
• Updating lists, records and contact details to maintain the school database
• Taking and relaying communications
• Greeting visitors and providing refreshments
• Providing information to both callers and visitors
• Providing general administrative and clerical support to the leadership of the school
• Assisting the registrar with the registration process for new pupils (KHDA registration, documents collection, …etc.)
• Making sure the pupils’ data on Engage is up to date (addresses, contact numbers, email addresses, …etc.)
• Assisting the registrar in processing the educational licenses on time
• Applying for any special approvals (if applicable) in line with ministry expectations
• Assisting the registrar by coordinating with parents regarding required documents so that registrations are completed within agreed timelines, ensuring that the submission of the end of year results, pupils’ promotion & transfer etc. are completed within an agreed time frame.
• Compiling and generating ministry required pupil records (manual or online records)
• Complete attendance daily including any first day absence calls and late arrivals
• Input attendance data accurately into Engage and investigate any missing data records, including illness related absences and unexplained lesson absences
• To make initial enquiries with parents regarding unexplained absences/lateness - including first day calling
• To monitor the attendance of pupils referring concerns to the pastoral leaders
• Promote good attendance within the school via activities with pupils and parents
• To process and action pupil holiday requests
• To issue routine correspondence to parents regarding attendance/absence requests in accordance with the school procedure.
• To undertake routine liaison with external agencies regarding attendance - e.g. KHDA
• To collate attendance data producing routine reports
• To comply with policies and procedures relating to child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
• Responsible for identifying attendance issues and patterns of absence/late arrivals.

In addition, all staff are required to carry out any tasks required by the school or the regional office to facilitate the smooth day to day running of the school

To be line managed by the school head of admissions 

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding

and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Commitment to Safeguarding Principles

ISP is committed 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, ethnicity, sexual orientation and gender expression, 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.