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)

Duties and 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

• Monitor and maintain sections of application and enrolment checklist records; check for duplicates;

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

life in English and Vietnamese through phone calls, emails, and face-to-face communication

• 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 equivalent

experience).

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

diversity of our world. As such, we encourage applications from all educators with the relevant qualifications

and experience, including those who identify as BIPOC (Black, Indigenous, and people of color), educators

with (dis)abilities, LGBTQ+ educators and others of diverse backgrounds, to apply to join our UNIS Hanoi

community.