Office and Admissions Manager

The Office and Admissions Manager is primarily responsible for organising and supervising all administrative activities to facilitate the smooth running of the school and office, including managing Admissions efficiently and effectively in accordance with ESF policy, overseeing each student’s journey from first inquiry to final registration, as well as their transition when leaving Peak School.
Role Overview

• Reports to: School Principal and Vice Principal (Admissions)
• Core Purpose: Lead the School Office team. Drive student recruitment, hit enrollment targets, and deliver a welcoming, premium experience for all parents.
• Key Focus: Primary school admissions require a gentle, highly approachable style that builds deep trust with parents while appropriately assessing young learners.

Admissions Manager role
Admissions and Enrollment Management

• Manage Inquiries:
• Manage all enrolments to the school by providing an efficient and effective admissions procedure in accordance with ESF admissions policy
• Respond promptly to prospective family inquiries via email, phone, or other platforms in an orderly and timely manner
• Manage and efficiently maintain application data on OAS (the ESF online admissions system)
• Assessments & Placement:
• Liaise with ESF Admissions to schedule interviews and ensure all necessary documents are submitted.
• Screen applications to the school to ascertain whether to proceed with the application based on admission criteria; ensure requisite supporting documentation is supplied, and the application fee payment has been made
• Prepare and organise assessment forms and submitted documents for review by the assessment team.
• Liaise with the Vice Principal to submit to ESF Admissions all assessment forms for offers
• Organise and schedule an interview/assessment for applicants
• Coordinate meetings with parents of individual applicants and/or further interviews where necessary
• Handle all paperwork regarding interviews, schedules, meetings, deferrals, and offers for the whole school
• Record admissions activity case by case for both accepted and rejected applicants for future reference.
• Waitlist Management:
• Manage waiting lists relating to the availability of places and report to the Principal/Vice-Principal on student numbers and waiting lists
• Maintain clear communication with families on waitlists, and communicate directly with families about declined applicants.
• Report formally and informally to the Principal/Vice-Principal on student numbers and waiting lists
• Manage data tallies and spreadsheets of current admissions, as well as predicted numbers
• Transition and withdrawal
• Observe the central admissions timeline for Year 1/Year 7 applications as determined by ESF, and ensure the set deadlines are met
• Organise observation forms for Kindergarten visits
• Liaise with the Vice Principal to organise Y1 interviews
• Ensure the ESF central admissions timeline and deadlines for Year 1/Year 7 applications are met, following up with parents where necessary
• Relationship Building and Marketing
• Represent the school at official meetings of the ESF Admissions Group
• Liaise on a regular basis with other ESF schools
• Organise open houses, lead personalised campus tours, and, where appropriate, virtual information sessions for prospective families.
• Present the primary school's curriculum, culture, and values with enthusiasm
• Administration and Data Analysis
• Data Tracking: Maintain accurate student records using OAS / Sentral
• Reporting: Generate regular enrollment forecasts, demographic breakdowns, and admission conversion reports for the school leadership team
• Compliance: Ensure all student admissions meet local government and visa/immigration regulations

Office Manager role:

• Lead and manage the daily operations of the school and office
• Provide PA Support to the Principal and the School Council
• Represent the school at official meetings of the ESF Admissions Group
• Manager of the site supervisor and the site workers
• Coordinate issues related to site management
• Manage and oversee the administration of the office to ensure a smooth and efficient operation
• Lead the administration team to deliver a consistently high level of customer service and support the company’s day-to-day operations to ensure the process is efficient and effectiv
• Work as backup and provide administrative support to the department heads, business manager and COO, as required
• Manage the maintenance of the office, working with Facilities Development Department of ESF and the landlord
• Ensure that administrative processes, policies and procedures are maintained
• Perform other duties and assume accountabilities as apparent or as delegated, including mutually agreed-upon objectives
• Working alongside the Finance team, approve and report on monthly payroll for teaching staff, educational assistants and support staff
• Assist Management with aspects of recruitment, including but not limited to screening candidates, arranging interviews, supporting the interview panel, communicating with candidates and appropriate channels to ensure a smooth onboarding process

Requirements

Competencies required:

• Excellent oral and written communication skills in English, with fluency in Cantonese highly desirable
• Good understanding of ESF admissions policy and procedures
• High-level interpersonal and customer service skills with the ability to work with difficult people/ customers
• Good IT skills, including word processing, database and spreadsheets
• Reliability, initiative and problem-solving skills
• High-level organisational skills and the ability to work under pressure

Experience required:

• A business or office Administration degree or a similar course is an advantage
• Years of relevant experience in a complex customer service role with administrative support experience are an advantage

Applicants must be a permanent Hong Kong resident or possess a valid visa to work in Hong Kong.
For enquiries, please contact Maria Brusuelas @ 28497211 or Email: [email hidden]
Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date. We strongly recommend early applications as we reserve the right to appoint candidates earlier than the closing date.
By applying for this position, your application may be considered for other opportunities (senior-level roles, head of department, etc.) within ESF.
ESF is an Equal Opportunities Employer
The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations.
Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request.
ESF is dedicated to ensuring the safety and well-being of all students in our care and expects all applicants to uphold this commitment. We adhere to rigorous recruitment practices, with all appointments contingent upon an interview, identity verification, criminal background checks (including ICPC, SCRC, and other international background checks as appropriate), assessment of social media presence, and positive references.
In accordance with the Keeping Children Safe in Education (KCSIE) 2025 guidelines, ESF may perform online checks for all shortlisted candidates prior to the interview.

About Us

The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds.
There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools.
www.esf.edu.hk
About the Team
ESF Peak School opened in 1911 and grew rapidly to serve the needs of the community in the area. We are a 2-form entry school with 360 student places in Year 1 to Year 6. At Peak School, our mission is to become effective communicators, confident critical thinkers and enthusiastic life-long learners. In partnership with our community, we strive to have integrity and be socially responsible global citizens. The school prides itself on being a community school that respects and appreciates the contributions of everyone involved.
We offer the IB PYP, which is based on an inquiry approach to learning. Our highly committed and skillful staff ensure that children experience the joy of learning through a curriculum that is relevant, significant, engaging and challenging. At Peak School, students are supported and encouraged to enhance their sense of wonder and creativity through exploration and experimentation, making mistakes and learning from them along the way. Students at Peak School have a lot of opportunity to exercise leadership skills and participate in a range of arts, environmental, and sporting activities.
The school is fortunate to be nestled within the lush hills of The Peak, where we are surrounded by nature and have easy access to trails. The school also boasts of a large playing field, a well-resourced library, and a cosy garden. Most of all, we are proud of the strong family atmosphere that the Peak School community has fostered for over a hundred years.
https://ps.esf.edu.hk