Assistant Admissions Registrar

The College has grown significantly in the past seven years, with pupil numbers rising 40% as the result of the opening of our Lower School in 2016, and growth throughout the rest of the College. We admit pupils into Years 7, 9, and 12, and each year around 220 new children join our community, with an average of five pupils applying for every space.

Epsom is a happy school. Almost all our pupils remain with us for their A-levels, and staff retention is equally strong. Around 60% of staff live onsite, which lends the College a real sense of community and togetherness.

From 8am until 6pm, our 72-acre campus is alive with learning; academic lessons also take place on
Saturday mornings meaning that pupils have time each day to learn and develop outside the classroom. Our co-curricular programme – which features a vast array of clubs, societies and activities each week – is award-winning (picking up the ‘Best of the Best’ accolade from The Week for six consecutive years); our CCF is one of the largest in the UK; and our Duke of Edinburgh programme currently has over 100 pupils completing their Gold or Silver award.

In addition, our timetable features wellbeing lessons, an award-winning Personal Social Development offering, and an hour each week for volunteering in the community. Last year Epsom pupils gave 9,830 hours of their time to help local charities, schools, and community groups.

When pupils aren’t busy with all of the above, they can relax and catch up with friends in their House. We have 13 single-sex Houses for all our pupils from Year 9 upwards (whether they are day pupils or boarders). This combination of single sex accommodation within a co-ed environment gives us the best of both worlds.

The fact our houses are physical buildings, where pupils can step through the door into a space that’s entirely their own, is key to the success of our pastoral programme. This was part of the reason why Epsom was named Independent School of the Year for Student Wellbeing (2022-23).

Sport is central to the College. We have been named the top co-ed school for sport in south east England, and compete in county and national finals in all our major sports across all age groups. Over 22 sports are offered to our pupils, and the aim is to encourage participation for all – we regularly field D and E teams, and see an average of 90% of pupils playing competitive fixtures.

Our focus on delivering an all-round education, that develops the whole child, is regularly celebrated. In the past four years, in both the TES and Independent School of the Year Awards, we have been a finalist in the categories of Boarding School of The Year, Co-Ed School of the Year, SLT of the Year, Creativity in Teaching, Student Wellbeing, Community Initiative, and Sporting Achievement. We were voted the overall winner at the Independent School of the Year awards (2022-23), and the Sunday Times’ most improved school in the UK for 2024.

We hope that you are excited by the opportunity to come and join the fantastic teachers and support staff who work here. 

The successful candidate will play a key role in the smooth operation of the College’s admissions process across all entry points (Years 7, 9, and 12). This role is ideal for someone with excellent interpersonal, administrative and organisational skills, and a passion for delivering exceptional customer service in a fast-paced environment.

Key Responsibilities
• This is an essential role within our Admissions department, ensuring that all prospective enquiries are welcomed, considered, logged and replied to with appropriate customer service and advice and then followed up by the team
• A key purpose of this role is to build relationships with the College’s enquiries and applicants from the UK and overseas, and to look after them throughout their application and assessment process
• The role will involve meeting families, building relationships with feeder schools, but also processing and managing data within our CRM system (HubSpot) and iSAMS.

Admissions Support
• Handle initial enquiries via phone, email and CRM, ensuring timely and professional responses.
• Assist with the processing of registrations, entrance assessments, interview scheduling, and offer letters, including collating academic transcripts and references for review by the Registrar / Director of Admissions
• Coordinate with academic departments and the Admissions Registrar to ensure accurate and efficient organisation of assessment days and taster events.
• Maintain and update records within the CRM and iSAMS database.

International Student Administration
• Provide support to the Admissions Registrar in their role as the designated Level One User for UKVI sponsorship, assisting in quality assurance checks to ensure the College is fully compliant with Home Office requirements for international students
• This will include providing support and assistance in the issuance of CAS (Confirmation of Acceptance for Studies) documentation and helping to coordinate arrangements for pupils’ educational guardians

Family Experience
• Provide a welcoming first point of contact for prospective families visiting the school.
• Help organise and deliver Open Days, individual tours, and other admissions-related events.
• Ensure that every family receives timely and clear communication throughout their journey. Data

Management & Reporting
• Input and update prospective pupil data on HubSpot and iSAMS.
• Support the Admissions Registrar in the preparation of regular statistical reports for the Director of Admissions.

Marketing & Communication
• Liaise with the Marketing & Communications team to ensure printed and digital admissions materials are up to date.
• Assist with the fulfilment of prospectuses and other admissions communications.

Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.

No job description can fully cover all aspects of the role and consequently the responsibilities are likely to evolve and change over time. This description gives an overall view of the position. 

Essential
• Experience of processing and managing sensitive data, where high levels of accuracy and confidentiality are essential
• Experience in a fast-paced, customer-facing administrative role with the ability to manage multiple tasks and deadlines efficiently
• Strong IT skills (including Microsoft Office; CRM/database experience preferred but not essential
• Track record of excellent written, verbal and non-verbal communication skills

Desirable
• Experience in education, admissions, or customer service
• Familiarity with HubSpot and/or iSAMS
• Understanding of the independent school sector

Personal Qualities
• Good interpersonal skills with a warm, professional manner
• Strong attention to detail and accuracy
• Ability to work well in a busy office environment
• Calm and diplomatic under pressure
• An appreciation and commitment to equality, diversity and inclusion
• Proactive problem solver
• Quick learner
• A good sense of humour

The selection panel reserves the right to enhance any or all of the desirable criteria to attain a manageable field.

Hours

This is a term time only role (TTO). The minimum hours per week will be 40 expected to be 9am – 5pm Monday-Friday. In addition, there will be the requirement to work 3-4 evening events per year and one Saturday per term at our Open Mornings.

Salary

£35,000 per annum full time equivalent equating to £25,545 pa based on the above hours of working inclusive of holiday entitlement , reviewed annually, and paid monthly in arrears on 25th of the month.

Holidays

The holiday entitlement is 28 days holiday per annum inclusive of bank holidays increasing by 1 day per annum up to a maximum of 33 days per annum inclusive of bank holidays following 5 years continuous service and pro rated for part time/TTO working. Holiday entitlement must be taken during the College holiday periods and therefore has been included in the above salary.

Pension

The College operates the Epsom College Automatic Enrolment Scheme. The Scheme is administered by the Pensions Trust. Eligibility is based on statutory criteria. If eligible, the Employee will be required to contribute a minimum of 5% of Basic Salary and the College will contribute 4% in compliance with current legislation.

Life Assurance: Members who are automatically enrolled or who choose to opt into the College Pension Scheme will be provided with life assurance cover at two x contractual annual basic salary at no cost to the employee;

School Fee Discount: Generous school fee discount available subject to qualifying conditions;

Private Health Plan: Offered to staff subject to qualifying conditions

Employee assistance programme: this including free counselling service to employees and close family.

Dining Facilities and Refreshments: Whilst at work a free meal and refreshments are available when the dining room is open;

Health Fitness and Wellbeing: Free use of Fitness suite and swimming pool are available to staff at certain times;

Cycle to Work: The College offers an interest free cycle to work loan subject to a qualifying conditions.

Parking: Free car parking for staff is available on campus;

Computer Loan: The College offers an interest free computer loan subject to a qualifying conditions.

In compliance with safer recruitment regulations, the post will be offered subject to receipt of satisfactory written references, pre-placement medical assessment, proof of appropriate qualifications, a check of online search enginesand websites of publicly available information that does not identify the candidate as potentially unsuitable to work within a school setting, a satisfactory Enhanced Disclosure from the Disclosure and Barring Service and overseas police check if appropriate, as well as confirmation that the successful candidate is able to work in the UK. Prior to interview, an online search of internet search engines, websites and other publicly available and publicly accessible platforms to ascertain applicant’s suitability to work within a school environment will be undertaken on applicants that have been shortlisted. Please note whilst the Enhanced DBS check will be paid by the College if an overseas police check is required it will be at the cost of the successful applicant

Candidates should complete an application form which can be downloaded via our website www.epsomcollege.org.uk. To comply with safeguarding procedures when working in a school, CVs
cannot be accepted.

Applicants should refer to the Recruitment, Selection and Disclosure policy on the College website. Applicants are welcome to contact the Director of Admissions for an informal chat/further information christopher.bates@epsomcollege.org.uk

Applications will be assessed in order of receipt and interviews and subsequent offer of employment may occur at any stage after applications are received. We invite interested candidates to apply as soon as
possible.

Closing date 9am Friday 4 July 2025