Admissions and Events Manager chez Ermitage International School

• The Role

Ermitage International IB School is seeking to appoint an engaging and dynamic full-time Admissions & Events Manager. This is a high profile position and the successful candidate will be responsible for planning and managing IB school admissions and associated student recruitment events.

The Admissions & Events Manager reports to the Ermitage Group Director of Admissions, working closely with the IB School Head and Marketing Manager and, is responsible for the end-to-end management of the admissions process from first enquiry through to successful admittance into the school.

They will play a vital role in the continued success of the Ermitage IB school and will benefit from working in an exciting, results focused, innovative, rewarding, and friendly workplace. A role with considerable variety, it is enhanced with some travel within France and potentially overseas. The role will require regular evening (c1 – 2 evenings per month) and some weekend work (c1 / month) and is a fully onsite position (no regular remote working).

• Key responsibilities

1. Admissions Management

– Manage all aspects of the school’s admissions process, from initial inquiry to student enrolment.

– Develop and implement enrolment strategies, policies, and procedures aligned with the school’s strategic direction.

– Conduct campus tours for prospective families, highlighting the school’s unique attributes and key features.

– Maintain accurate and up-to-date records of inquiries and applications using the school’s database system.

– Prepare regular reports on admissions data, trends, and marketing campaign effectiveness.

– Ensure compliance with relevant regulations, including visa and immigration requirements for international students

2. Event Coordination

– Plan and execute various school events, including open houses, accepted student days, and alumni gatherings.

– Develop event plans, programs, and agendas in collaboration with school leadership and parent-teacher associations.

– Coordinate services such as catering, audiovisual equipment, and security for events.

– Manage event budgets and negotiate contracts with suppliers.

– Implement public relations and development campaigns in partnership with the marketing team

3. Marketing and Outreach

– Collaborate with the marketing department to develop and implement strategies for student recruitment.

– Build relationships with feeder schools, real estate agents, relocation services, and other key partners in the community.

– Attend recruitment fairs and external events to promote the school.

– Ensure a high-quality digital admissions experience complemented by excellent follow-up communication

• The successful candidate will:

– Demonstrate excellent interpersonal and communications skills including the ability to relate well to people on all levels with sensitivity, tact and diplomacy displaying honesty, energy, cheerfulness, stamina and enthusiasm. In particular, the candidate will evidence significant cultural awareness and an affinity to work with families from all nationalities and students coming from different school systems.

– Show evidence of customer service and relationship management experience and sales skills, demonstrating an ability to read and understand a customer base.

– Be business orientated and target focussed, whilst recognising the sensitivities associated with an educational environment and evidence a capacity to operate at a high tempo and under pressure but keep smiling.

– Educated to degree level or equivalent with admissions / business / marketing experience advantageous but not a pre-requisite. Be flexible in approach and able to empathise with and, work closely with the academic teaching staff.

– Demonstrate first class organisational and administrative skills, with the ability to plan and prioritise systematically and effectively, paying attention to accuracy and detail, remaining calm under pressure and working autonomously to tight deadlines.

– Possess a high capacity for work and the ability to effectively juggle a range of tasks and competing priorities, using initiative appropriately.

– Possess a high level of personal integrity, with proven experience of handling sensitive situations with tact and diplomacy and with complete respect for confidentiality as well as an understanding of the stresses that can be felt by parents during the admissions process.

– Excellent command of written and spoken English including a professional telephone manner and ability to deal with callers and visitors in a calm and courteous way. Although the language medium of the IB school is English, a good level of French for this role is also a pre-requisite.

– Demonstrate excellent IT skills e.g. confident and adept in the use of Word, Excel, PPT and database input/enquiry. Be prepared to quickly learn and become an expert on the Ermitage management information systems, notably Open Apply, ManageBac and Stripe.

– An understanding of the International Baccalaureate (IB) programmes would be advantageous, however not a pre-requisite. Following appointment and with experience and appropriate training, the successful candidate would be expected to become an expert in the IB.

– Highly numerate in order to deal with the use and application of statistical data and contribute to executive reporting, planning and decision making accordingly. 

– Show a willingness to give generously of their time to be involved with the daily life of Ermitage and support school events and activities where possible.

• Salary and Benefits

– Start date: As soon as possible.

– Salary: Salary range from 40K€ to 50K€

– Pension / health: The successful candidate will benefit from the French social security system and additional health benefits via the Ermitage mutuelle insurance scheme. 

– Hours of Work: This is a full-time position. Due to the nature of the role however, it is often necessary to engage with prospective students and agents in different time zones and to meet the needs of professional families accordingly. The successful candidate must therefore be prepared to work evenings and weekends as the job requires. This post will be ‘cadre forfait jours’ status.

– Notice Period: There will be a probationary period of 4 months 

– Holidays: This is not a ‘term time only’ role and holidays are therefore in accordance with the Ermitage non-teaching staff Holiday policy (6 weeks of paid holidays + RTT). It is also important to note that the Admissions & Events function runs 12 months per year and thus holidays must be coordinated between staff to ensure that continuous cover, including throughout July and August, is maintained. 

– Flexible working: Due to the nature and complexity of the role, the successful candidate would need to be present on site for a significant proportion of their working time and regular pre-planned home working (ie certain days per week) would not be available. The role is however autonomous and thus some flexibility is available provided objectives and targets are met.  

– Additional Benefits: School fee remission of 30% to the post holder’s children. Admittance to the schools is not however guaranteed and will be based on meeting the academic requirements and the availability of places. The post also attracts ‘participation salarial’ (profit share).

• Important Dates

– Applications close: 9 February 2025

– First round interviews: 11 / 12 February 2025 – on campus

– Second round interviews and assessment: 3 / 14 February – on campus