Admission Officer (Student & Guardian Visas)

LOCATION  

British International School of Kuala Lumpur 

JOB TITLE  

Admissions Officer (Visa Officer) 

JOB PURPOSE  

You will be responsible for supporting an outstanding experience for parents and students through the Purchase phase of the Family Experience Journey (FEJ), as families progress from initial enquiry through to and including the child’s first day at school, thereby maximising the conversion of leads into new starters. 

REPORTING TO  

Admissions Manager 

DIRECT REPORTS  

None 

OTHER KEY  

RELATIONSHIPS  

• School Director of Admissions and Marketing 

• School SLT and staff 

• Parents and students 

• School Marketing & Communications Manager 

• CRM Champion 

• Regional Director of Admissions and Marketing 

PACKAGE  

Competitive 

KEY RESULT AREA  

MEASURES OF PERFORMANCE 

Guide parents and students through the visa process, making the experience positive, straightforward and engaging throughout. 

• Ensure timely communication, responding to all parent contact within 24 hours during the working week. 

• Ensure high quality communication: written and verbal language, structure and consistent attention to detail. 

• Maintain high levels of warmth and enthusiasm throughout all communications. 

• Accurately track, plan, and process for the obtention of new student, guardian and special pass visas and renewal of expiring visas for currently enrolled families 

• Ensure the proper collection of documents to support the applications for permission letters from the Ministry of Education and student, guardian and special pass applications with the Immigration Department. 

• Serve as a subject matter expert in the obtention of student, guardian, and special pass visas in compliance with Malaysian law and all departmental policies. 

• Build positive working relationships with the Ministry of Education and the Immigration Department to support BSKL families through the visa process. 

• Delivery of weekly KPIs 

• Feedback from parents 

• Tracking of visa applications and renewals 

Build an understanding of each family’s needs and interests throughout the Family Experience Journey. 

• Get to know families through great questions and active listening. 

• Build empathy and rapport with families. 

• Support the MAC team through attendance at school recruitment events. 

• Be an active problem-solver and assist families with visa  

• Delivery of weekly KPIs 

• Feedback from parents 

Implement the school’s admissions and visa processes in line with any group policies and local market regulations. 

• Maintain an up to date understanding of group-wide admissions policies and processes. 

• Understand any local regulatory requirements and ensure these are implemented at each stage of the admissions process. 

• Timely resolution to any issues 

• Annual audit compliance 

Manage data capture and reporting of visa data in student information systems. 

• Ensure that all passports, visas, and visa details are uploaded and updated in our student information systems. 

• Run and analyse reports related to student visa details for management and leadership team. 

• Ensure the school adheres to local laws and NAE business rules in relation to data capture and privacy management of visa information. 

• Timely resolution to any issues 

• Annual audit compliance 

Provide appropriate feedback and best practice share to other members of the Admissions and wider school team. 

• Support the DAM to develop a culture where the school engages as one and works to ensure admissions is a whole school responsibility. 

• Contribute to the sharing of best practice in admissions across the Admissions team, region and group. 

• Employee performance review rating(s) 

• Team conversion rates 

• Team feedback 

Take a proactive approach to personal development planning using company toolkits and procedures as appropriate. 

• Take ownership for personal development and works with Admissions Manager to develop and implement a focused and straightforward Personal Development Plan. 

• Take ownership for requesting feedback from others in a timely fashion. 

• Provide both constructive and appreciative feedback both unprompted and when asked. 

• Positive performance appraisal  

Philosophy and values: 

We are ambitious for our students, our people and our family of schools. We believe that:  

• There is no limit to what every person can achieve. 

• Creativity and challenge help us get better every day.  

• Learning should be personalised. 

• Unique global opportunities enhance the learning experience.  

Promote and adhere to the Company Vision and Values: 

• Opportunity - For us, opportunities need to be meaningful, about achieving potential and making progress. 

• Impact - For us, impact is about making a difference. It needs to be immediate, positive and lasting.  

• Leadership - For us, leadership is about considering the team’s needs as well as your own, setting inspiring examples, being supportive and showing real accountability and responsibility. 

• Respect - For us, respect is about listening, being inclusive, showing tolerance and getting the little things right 

Each individual must ensure that they meet their statutory responsibilities and Company policies with regard to Health and Safety, Equal Opportunities and other relevant legislation and undertake any other appropriate duties as allocated by the line manager, Director of Admissions & Marketing, and Principal. 

• Role-model the ‘Be Ambitious’ philosophy each day 

• Feedback as a valued member of the team and the wider organisation 

OTHER 

• Promote and embodies  The CORE 7 Leadership Capabilities:  

1. Accountable – Establishes a high performing culture and accepts accountability for organisational performance. 

2. Strategic – Leads opportunity and is committed to continuous improvement aligned with the organisational vision and direction 

3. Collaborative – Works collaboratively with others to achieve organisational outcomes 

4. Entrepreneurial – Creates organisational value for diverse stakeholders and achieves commercial success 

5. Enabling – Drives excellence through valuing and developing others 

6. Agile – Achieves personal and organisational success within a changing, dynamic and complex environment 

7. Resilient – Demonstrates personal resilience within a demanding environment of high expectations 

• A commitment to safeguarding and promoting the welfare of all pupils. 

• Willingness to undertake appropriate child protection training when required 

• Valued member of the team and organisation 

PERSON SPECIFICATIONS 

Qualifications / Training  

Bachelor’s Degree 

Desirable 

Experience / Knowledge/ Skills 

Minimum 2 years working in a sales or service delivery sector 

Essential 

Good cross-cultural, interpersonal & communication skills and an affinity for interacting with diverse nationalities and cultures 

Essential 

Experience of having worked within a service delivery sector, education sector experience a bonus 

Desirable  

Outstanding written and verbal communication skills in English 

Essential 

Outstanding written and verbal communication skills in Korean or Mandarin 

Desirable 

Excellent time management skills and flexibility in dealing with multi-functional tasks 

Essential 

Experience of working with a CRM and / or IMS 

Essential 

Personal Attributes  

A warm, personable and curious character 

Essential 

Creative and technical thinking ability 

Essential 

Self-motivated, flexible and adaptable to different tasks at hand 

Essential 

Proactive and able to prompt others to ensure deadlines and targets are achieved, calm working under pressure 

Essential 

High level of integrity 

Essential 

Excellent time management and organizational skills 

Essential 

Proficient communicator both oral and written 

Essential 

Excellent attention to detail 

Essential  

Affinity with and interest in education 

Essential