South Africa: Admin and Records Manager posted by Deka Minas (Pty) Ltd

Please note this position is based in the Middle East, Qatar.

The Admissions and Records Manager plays a pivotal role in supporting the entire student lifecycle from initial application through to graduation. This role is responsible for overseeing admissions processing, maintaining accurate student records, and ensuring compliance with institutional policies and external regulatory requirements.

The position requires exceptional organizational skills, attention to detail, and excellent communication abilities. The post holder will supervise admissions staff, lead process improvements, and foster strong collaboration across academic and administrative departments.

Key Responsibilities 1. Admissions Management

• Develop and implement admissions policies and procedures in line with institutional goals and regulatory standards.

• Oversee the processing and assessment of undergraduate and postgraduate applications.

• Coordinate with academic departments to ensure all application requirements are met.

• Provide excellent customer service to applicants, students, and staff throughout the admissions process.

• Address and resolve escalated admissions issues and inquiries.

• Ensure compliance with admissions-related regulations and university policies.

2. Records Management

• Oversee the input, accuracy, and maintenance of student data in institutional systems (e.g., Pearson, Classe365, Canvas, Blackboard).

• Ensure student records are accurate and complete, covering enrolment, module registration, and academic progression.

• Verify and issue transcripts, graduation certificates, and other student-related documentation.

• Maintain confidentiality and integrity of student information.

• Collaborate with finance, student affairs, marketing, and recruitment teams to ensure consistency and accuracy of records.

3. Leadership & Team Development

• Supervise, mentor, and train admissions and records staff.

• Conduct performance reviews and support staff development.

• Lead initiatives to improve workflows and introduce efficiencies in admissions and student record management.

• Implement new technologies and systems to enhance operational effectiveness.

4. Strategic Planning & Reporting

• Prepare and analyze admissions and records reports to inform planning and decision-making.

• Use data analytics to identify trends, drive strategic improvements, and forecast enrolments.

• Manage the admissions budget, ensuring efficient allocation of resources.

• Identify risks in admissions and records processes and implement mitigation strategies.

5. General Responsibilities

• Provide high-level administrative support across admissions and records functions.

• Ensure compliance with institutional policies, industry standards, and government regulations.

• Stay current with sector best practices and higher education trends.

• Foster collaboration with internal stakeholders and external awarding bodies.

• Undertake any additional duties as required by management.

Key Relationships

• Executive Dean

• Director of Education

• Academic Consultants

• Internal team members

• Academic departments

• External awarding bodies

• Applicants, students, and families

• Administrative and cross-functional teams (Finance, Marketing, Recruitment, Student Affairs)

Skills & Competencies

• Comprehensive knowledge of education regulations and admissions procedures.

• Strong organizational skills with a keen eye for detail.

• Excellent communication and interpersonal abilities.

• Ability to manage time effectively, prioritize tasks, and perform under pressure.

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).

• Experience with student information systems (Pearson, Classe365, Canvas, Blackboard).

• Adaptability, patience, and a proactive approach to problem-solving.

• Ability to work both independently and collaboratively.

• High level of integrity and ability to maintain confidentiality.

Education & Qualifications

Essential:

• Bachelors degree (or equivalent) in Education, Business Administration, or a related field.

Desirable:

• Further training or certification in higher education administration or records management.