Admissions Officer | Rugby School Japan

Admissions Officer — Rugby School Japan

Kashiwa, Chiba | Full-Time | Rugby School Japan (CEA Group)

About the Role

Rugby School Japan (RSJ) — the Japanese campus of one of Britain's most prestigious independent schools, Rugby School — is seeking a warm, organised, and professionally bilingual Admissions Officer to join its growing Admissions team.

Opened in 2023, RSJ delivers the traditions of a British boarding school education in Japan and is entering an exciting new phase of growth. The school has already earned Beacon Status from the Council of British International Schools (COBIS) for outstanding pastoral care — a mark of the exceptional environment you would be joining. RSJ also forms a key part of the CEA Pathway, connecting learners aged 18 months to 18 years alongside Clarence International School and Phoenix House International School.

As Admissions Officer, you will be the first point of contact for prospective families — guiding them with warmth, clarity, and professionalism from their very first enquiry through to the moment their child walks through the school gates. This is a deeply people-centred role that combines meticulous administration with genuine family engagement, working closely under the direction of the Admissions Manager.

This is a rare opportunity to build a meaningful career in international school admissions, contribute to a school with an outstanding reputation, and make a real difference in children's educational journeys.

Responsibilities

1. Prospective Family Service and Enquiries

• Monitor and respond to admissions enquiries via email, telephone, and other approved channels promptly, professionally, and empathetically in both English and Japanese
• Clearly and accurately explain RSJ's educational programme, day and boarding options, entry points, admissions process, assessment requirements, fees, and next steps
• Identify the individual needs and circumstances of each family and provide appropriate, personalised follow-up
• Maintain consistent, purposeful communication with prospective families throughout the entire admissions journey, ensuring every enquiry and application has a clear next action
• Escalate sensitive, complex, or exceptional cases to the Admissions Manager in a timely manner

2. Application and Database Administration

• Create, update, and maintain accurate enquiry and applicant records in OpenApply and other School systems, including status, source, notes, tasks, documents, and communications
• Check applications for completeness and request required documents such as school reports, references, and identification
• Track applicants through each pipeline stage, ensuring deadlines, follow-ups, and outstanding actions are visible and completed
• Maintain orderly, confidential digital records in accordance with School procedures, privacy requirements, and agreed retention practices
• Support routine data quality checks, deduplication, reporting, and process improvements

3. Visits, Assessments, and Admissions Decisions

• Arrange personalised campus tours, online meetings, taster visits, and other prospective-family appointments, coordinating relevant staff and pupil involvement
• Coordinate entrance assessments, interviews, references, scholarship assessments, and related logistics including invitations, schedules, rooms, and materials
• Ensure assessment information and staff feedback are collected and recorded promptly for review by authorised decision-makers
• Prepare accurate offer, waiting-list, decline, and other outcome communications for approval and issue
• Maintain a clear separation between process administration and formal admissions decisions, which remain with authorised School leaders

4. Offers, Acceptance, and Onboarding

• Track offers, acceptance documents, deadlines, deposits, and required steps, liaising with Finance and the Admissions Manager as appropriate
• Provide accepted families with clear, comprehensive information about enrolment, start dates, orientation, uniforms, transport, technology, and medical requirements
• For boarding and overseas pupils, coordinate the collection of required boarding, travel, guardianship, emergency contact, and immigration-related information
• Prepare thorough, timely handovers of accepted pupils to Registry, Finance, Boarding, Medical, and pastoral colleagues — minimising duplicate requests to families
• Support new-family welcome and orientation activities and help resolve outstanding pre-arrival matters

5. Events, Recruitment Support, and Partnerships

• Support the planning and delivery of Open Days, information sessions, webinars, assessment days, school fairs, and agreed recruitment activities
• Represent RSJ professionally at approved external events and provide accurate follow-up for participating families
• Support the Admissions Manager in communications with feeder schools,