Receptionist - Admissions and Visitor Services

Context

The Receptionist will act as a central communication point for parents, students, visitors, employees, and external contacts at Yas American Academy. The position combines reception coverage, admissions enquiry support, telephone handling, clerical work, database updates, and visitor assistance. Reliable service will help families access the right information quickly, support smooth school administration, and maintain a professional and organized front office throughout the academic day.

Key Responsibilities

* Welcome parents, students, visitors, contractors, and employees in a professional and helpful manner.
* Maintain a warm and organized reception environment that reflects the academy\'s service standards.
* Provide accurate information about the curriculum, year groups, facilities, tuition fees, admissions procedures, and school services.
* Develop strong knowledge of Yas American Academy and keep current with operational updates.
* Guide prospective parents during the initial stages of registration and admissions enquiries.
* Explain basic application requirements and direct detailed cases to the appropriate Admissions team member.
* Assist the Admissions team with incoming and outgoing telephone calls.
* Record new admissions enquiries accurately in the Management Information System database.
* Update contact details, enquiry notes, follow-up requirements, and application information.
* Answer incoming telephone calls promptly using approved telephone etiquette.
* Screen calls and transfer them to the correct employee or department.
* Use the school\'s referral procedures to route enquiries efficiently.
* Take complete and accurate messages when colleagues are unavailable.
* Respond to routine questions through telephone, email, and face-to-face communication.
* Escalate complex or sensitive matters to the appropriate manager.
* Maintain confidentiality when handling student, parent, employee, and admissions information.
* Keep the reception desk clean, presentable, and supplied with current forms, brochures, stationery, and visitor materials.
* Monitor reception supplies and request replacements before stock is depleted.
* Provide general administrative and clerical assistance to school departments.
* Update attendance registers and other routine records when assigned.
* Prepare class lists, contact lists, standard forms, and basic data reports.
* Complete word-processing, spreadsheet, database, and internet research tasks.
* File, scan, photocopy, print, fax, and organize documents accurately.
* Sort incoming mail and coordinate internal distribution.
* Prepare routine correspondence and support document completion.
* Arrange transportation for visitors when required.
* Help visitors locate offices, meeting rooms, facilities, and relevant employees.
* Coordinate scheduled appointments and inform staff when visitors arrive.
* Attend meetings and assist with agreed administrative actions.
* Support open days, admissions events, parent meetings, and other school activities when requested.
* Communicate respectfully with families and students from varied cultural and language backgrounds.
* Remain calm and solution-focused during busy periods or challenging enquiries.
* Follow safeguarding, child protection, visitor management, and school security procedures.
* Report concerns relating to student welfare or visitor conduct through approved channels.
* Assist the management team with additional duties appropriate to the position.
* Complete reasonable tasks assigned by direct and dotted-line managers or supervisors.

Ideal Profile

The successful candidate will be a UAE National holding at least a secondary school certificate.

Applicants should have a minimum of two years of experience in a customer-focused position. Previous experience in a school, education setting, admissions office, reception area, hospitality environment, or service centre is preferred.

The role requires suitable English language skills for telephone communication, correspondence, database work, and interaction with the school community. Experience supporting students or families whose first language is not English would be useful.

Candidates should demonstrate professional conduct, patience, discretion, organization, and reliable follow-up. Confidence using databases, Microsoft Excel, word-processing applications, email, and standard office equipment is required.

The preferred candidate will respect all members of the school community and show genuine consideration for children\'s safety and well-being. Appointment will be subject to satisfactory references, police clearance, and all required safeguarding checks.

Skills Set

* School reception
* Switchboard operations
* Visitor services
* Parent enquiry handling
* Admissions support
* Student registration guidance
* Management Information System
* Admissions database
* Telephone etiquette
* Call screening
* Call routing
* Message taking
* Customer service
* Email communication
* School information services
* Attendance records
* Class list preparation
* Clerical administration
* Document filing
* Photocopying
* Printing
* Scanning
* Fax handling
* Mail distribution
* Microsoft Excel
* Word processing
* Internet research
* Reception supplies
* Appointment coordination
* Visitor transportation
* Safeguarding awareness
* Child protection
* Confidentiality
* Cross-cultural communication
* Problem-solving
* Multitasking
* Time management
* Professional communication
* Administrative accuracy

Why Join Us

This position offers a UAE National the opportunity to develop front-office, admissions, and administrative experience within an established American curriculum school on Yas Island. The role provides regular contact with families, students, educators, and school leaders while contributing directly to smooth daily operations.

Reception and admissions professionals remain essential across the Primary-Secondary Education sector because they shape the first experience families have with a school. Strong performance can support progression into senior reception, admissions coordination, parent relations, school administration, or office management roles within the Aldar Education network.

About the Company

Aldar Education operates a growing network of schools across the United Arab Emirates. Yas American Academy delivers the Massachusetts Common Core Curriculum alongside Arabic, Islamic Studies, and Social Studies in a modern campus with extensive academic, sporting, and community facilities. The academy promotes mutual respect, student achievement, safeguarding, and professional development.