Junior Admissions Officer

UNIS Hanoi - Position Description**

**Division**:Admissions Office
**Position**:Junior Admissions Officer
**Reports to**:Director of Enrolment Management
**Working Hours**:Monday to Friday, 7:45 AM to 4:45 PM (occasional after-hours coverage)

**Responsibilities**:
The position holder will serve as the welcoming first point of contact for the School, delivering accurate and
timely admissions and student records administration. This role bridges front-of-house service with
back-office enrolment processes to ensure that families experience a smooth journey from inquiry to
enrolment.

**Front Desk and Visitor Experience**
- Welcome and assist students, parents, applicants, alumni, and guests; maintain a warm and
professional presence.
- Operate the main switchboard and reception inbox; screen and direct enquiries promptly; record
messages accurately.
- Keep the reception area, noticeboards, and meeting rooms presentable; coordinate refreshments
and ensure room readiness for tours, meetings and interviews.
- Manage incoming and outgoing mail, couriers, and deliveries; maintain office supplies for reception
and admissions.
- Coordinate DHL and Postal dispatch as required.

**Admissions Administration**

ensure document completeness and naming conventions.
- Assist in scheduling and supporting assessments, including test account setup, payment
confirmation for testing, and coordinating proctors where assigned.
- Assist with logistics and coordinate with MarCom and/or Advancement for tour collateral, Open
Houses, Discovery Mornings, Orientation days, and photo permissions. Support divisions including
Elementary, Secondary, IT, Operations, Health Office, and Business Office to complete onboarding
steps.
- Support orientation logistics and preparation, as well as the re-enrolment process.
- Coordinate withdrawal cycles, including document requests, records transfer, and checklist

clearances.

**Records and Compliance**
- Manage and coordinate Vietnamese student health insurance registration, as applicable and under
supervision.
- Maintain confidentiality and adhere to data protection standards at all times.**

**Communication and Community Support**
- Provide accurate and consistent information about admissions timelines, requirements, and School

- Assist in preparing visitor gifts and welcome bags.
- Model culturally aware, inclusive service aligned with School’s values.**

**Finance and Purchasing Support**
- Raise and track internal requisition forms (PRs); liaise with Procurement and Business Office for
quotations and invoice settlement.
- Log assessment fees and other related-admissions payments in accordance with School
procedures.

**Other Duties**
- Support the setup and maintenance of rotating art displays and community information areas.
- Provide cross-cover for reception and admissions during staff leave and school holidays, as
- scheduled.- Perform other duties assigned by supervisors or directors.Position Requirements
- **Education/Qualification**- Bachelor’s degree in Communications, Business, Administration, or related field (or equivalentexperience).

**Experience**
- 3+ years of experience in customer service or school/education administration, preferably in an
international or service-oriented setting.
- Exposure in an English language working environment highly desirable.

**Core Competencies**
- Fluency in English and Vietnamese is required; strong writing and translation skills are an
advantage.
- Confident using Google Workspace; comfortable working with databases/CRMs and document
digitisation/scanning.
- Service excellence: Warm, calm, and solutions-focused; demonstrates strong phone and in-person
etiquette.
- Accuracy and confidentiality: Meticulous in data entry and file management; respects privacy and
safeguarding expectations.
- Communication: Provides clear, courteous, and timely responses; practices active listening;
bilingual proficiency in English and Vietnamese preferred.
- Organisation: Plans ahead, prioritises effectively, and meets deadlines in a busy, interruption-driven
environment.
- Teamwork and initiative: Collaborates well, identifies gaps, and follows through without close
supervision.

Our Commitment to Diversity, Equity, Inclusion and Social Justice
Diversity, Equity, Inclusion and Justice (DEIJ) work at UNIS Hanoi is ongoing. Everyday, we are building a
stronger school community through efforts to become a more diverse, equitable and inclusive school for all
members of our school community. We believe that our students reach personal and academic excellence
when they are part of a supportive community that values and champions diversity, equity and inclusion and
advocates for social justice. This commitment is anchored by having a faculty and staff who reflect the
and experience, including those who identify as BIPOC (Black, Indigenous, and people of color), educators
community.