Head of Administration

The Head of Administration and Admissions is responsible for leading the school's administrative operations and overseeing all aspects of student admissions and enrolment. This role ensures the efficient day-to-day management of school administration while maintaining compliance with Indonesian regulations and supporting the school's strategic growth.

The position oversees admissions, human resources administration, government relations, licensing, procurement, facilities administration, visa and immigration processes, financial administration, and general office operations. Working closely with the Principal, Finance Team and senior leadership, the Head of Administration and Admissions plays a key role in ensuring the school operates efficiently, professionally and in full compliance with all regulatory requirements.

Key Responsibilities

Admissions and Enrolment

• Lead and manage the entire admissions process from initial enquiry to enrolment.

• Develop and implement admissions strategies to achieve student recruitment and enrolment targets.

• Build positive relationships with prospective families, providing outstanding customer service throughout the admissions journey.

• Coordinate school tours, Open Days, promotional events and community outreach activities.

• Oversee student onboarding, ensuring a smooth transition for new students and families.

• Maintain accurate admissions records, CRM systems and enrolment reports.
  
  School Administration

• Lead the school's administrative team and ensure the efficient operation of all administrative functions.

• Develop, implement and continuously improve administrative policies, procedures and workflows.

• Oversee reception, school records, document management and correspondence.

• Ensure accurate maintenance of student, employee and operational records.

• Coordinate contracts, insurance policies and corporate documentation.

• Manage office supplies, equipment and purchasing processes, ensuring cost-effective procurement.

• Oversee vendor relationships and service agreements.

• Support facilities administration and coordinate maintenance with external contractors.

• Supervise general affairs, logistics and operational support services across the school.
  
  Human Resources Administration

• Coordinate recruitment processes including advertising vacancies, candidate screening, interview scheduling and onboarding.

• Prepare employment contracts and maintain personnel files.

• Manage employee documentation, leave records and HR administration.

• Coordinate work permits (IMTA), KITAS, visas and immigration documentation for employees and their dependants.

• Liaise with external agencies to ensure compliance with Indonesian employment and immigration regulations.

Government Relations, Licensing and Compliance

• Lead the acquisition, renewal and maintenance of all licences, permits and approvals required for school operations.

• Maintain positive working relationships with local and national government authorities.
  Coordinate inspections, audits and regulatory reporting.

• Monitor legislative and regulatory changes affecting school operations.

• Ensure compliance with Indonesian education, employment, immigration and business regulations.

• Maintain all corporate, legal and statutory documentation.

Financial and Tax Administration

• Coordinate tuition invoicing and payment administration in collaboration with the Finance Department.

• Monitor outstanding fees and support fee collection processes.

• Coordinate administrative requirements related to taxation, BPJS, payroll documentation and statutory reporting with external accountants and finance professionals.

• Review administrative budgets and monitor operational expenditure.

• Support procurement planning and cost control initiatives.
  
  Data Management and Reporting

• Maintain accurate databases relating to students, employees and school operations.

• Prepare regular reports for school leadership on enrolment, administration and compliance.

• Ensure confidentiality and compliance with applicable data protection and privacy regulations.

Community Engagement

• Build and maintain strong relationships with parents, local organisations, government institutions and international communities.

• Support marketing initiatives that promote the school's reputation and growth.

• Represent the school professionally during external meetings and official engagements.
  
  Qualifications

• Bachelor's degree in Business Administration, Education, Public Administration, Hospitality Management or a related field.

• Additional qualifications in School Administration, Human Resources, Compliance or Project Management are desirable.

• Minimum of 3 years' experience in an administrative leadership position, preferably within an international school, hospitality, or international organisation.

• Experience working with Indonesian government agencies and regulatory authorities.

• Experience managing admissions, HR administration and operational functions is highly desirable.
  
  Skills and Competencies

• Strong leadership and people management skills.

• Excellent organisational and project management abilities with the capacity to manage multiple priorities.

• Strong knowledge of administrative systems and operational best practices.

• Excellent communication and interpersonal skills.

• Experience working with Indonesian licensing, immigration and employment regulations.

• Financial awareness, including budgeting, procurement and administrative cost management.

• High level of professionalism, integrity and confidentiality.

• Strong problem-solving and decision-making skills.

• Advanced proficiency in Microsoft Office Suite and cloud-based administrative systems.

• Experience using CRM, student information systems and HR software is an advantage.

• Ability to work effectively in a multicultural international environment.
  
  Benefits

• Competitive salary and benefits package commensurate with qualifications and experience.

• A unique opportunity to play a key leadership role in shaping one of Bali's newest premium British international schools.

• Professional development and leadership training, with clear opportunities for career progression across The School Trust's growing international network.

• The chance to work within a dynamic, multicultural team committed to excellence in education.

• A collaborative and supportive working environment where innovation, initiative and leadership are valued.

• The opportunity to make a lasting impact on the growth and success of a rapidly expanding international school.

• Enjoy an exceptional lifestyle in Ubud, Bali—one of the world's most inspiring destinations, offering an outstanding balance between professional fulfilment and quality of life.