Administration Coordinator (Front of House) Yasmina British Academy

Job Description

Main Duties

• Customer Experience Team

• Parent Relations
• Reception
• Admissions

• School Leadership Team

• Specific Duties

Parent Enquiries & Front-Line Responsiveness

• Manage and triage incoming parent enquiries, ensuring every enquiry is acknowledged and followed up within agreed service standards (e.g. same or next working day) so that no family is left waiting.
• Maintain accurate records of complaints, compliments, and resolutions, surfacing recurring themes to the Parent Relations Executive and CX Manager so that root causes are addressed, not just individual cases.
• Provide responsive support to Admissions and Reception during peak periods (e.g. enrolment and open days) to protect the quality of first impressions for prospective families.
• Maintain parent feedback trackers, survey logs, and action logs so that feedback is captured cleanly and closed out, turning raw responses into a visible, trackable improvement loop.
• Maintain accurate trackers, databases, and reports that the CX team and school leadership can rely on for decision-making.
• Plan and coordinate parent engagement events and activities end-to-end, ensuring they run smoothly and reflect positively on the school.
• Coordinate logistics for Parent Council meetings and initiatives, ensuring agendas, actions, and follow-ups are captured and progressed.
• Support the Parent Relations Executive in coordinating and delivering the school’s social media presence — content planning, securing approvals, scheduling posts, and maintaining the content calendar — to keep the school’s public voice active and consistent.
• Prepare letters, reports, presentations, agendas, and minutes to a professional standard suitable for parent- and leadership-facing use.
• Coordinate departmental activities, meeting schedules, correspondence, and document distribution so that the CX team operates without administrative friction.
• Monitor supplies and raise requests ahead of need, so the team is never held up by avoidable gaps.

Minimum Qualifications

• High School Certificate or Diploma; bachelor’s degree preferred.

Minimum Experience

• 3–5 years’ experience in administration or customer service.
• School or education experience preferred.
• Experience supporting parent relations or customer experience teams desirable.

Job Specific Knowledge & Skills

• Strong English communication skills.
• Excellent organisational and administrative abilities.
• Strong attention to detail and accuracy, with the judgement to spot and flag errors before they reach parents or leadership.
• Strong customer-service mindset, with genuine empathy for the parent experience and a proactive, ownership-driven approach to follow-through.
• Proficiency in Microsoft Office.
• Confident working with data in Excel — building and maintaining trackers and reports, and producing simple analysis of feedback and survey results.
• Comfortable using feedback and survey tools (e.g. Qualtrics) and CRM or admissions systems to capture and track parent interactions.
• Familiarity with social media scheduling and content tools, and an eye for on-brand, parent-appropriate content.
• Strong time management and prioritisation skills.
• Experience with school systems is an advantage