Admission Counselor

ADMISSION COUNSELOR

Roles & Responsibility

1. ATTENDANCE, PUNCTUALITY & PROFESSIONALISM

- Adhere strictly to the assigned login and logout timings.

- Maintain punctuality, discipline, and professional conduct at all times.

- Maintain a positive attitude and a presentable, professional appearance.

- Communicate politely and professionally with parents, visitors, colleagues, and management.

- Follow the school's policies, procedures, and instructions issued by management.

2. PARENT COUNSELING & ADMISSION SUPPORT

- Professionally counsel all walk-in parents and visitors.

- Understand parents' requirements, expectations, and concerns and provide appropriate guidance.

- Clearly explain the following aspects of the school:

- Academic curriculum and teaching methodology.

- School facilities and infrastructure.

- Extracurricular activities and child development programs.

- Child safety and security measures.

- Fee structure, admission criteria, and admission process.

- Build trust and maintain positive relationships with prospective parents.

- Ensure every parent receives a professional, informative, and welcoming counseling experience.

- Address parent queries effectively and assist them throughout the admission process.

- Conduct school tours and explain the facilities and programs whenever required.

- Follow up with interested parents and work towards converting genuine enquiries into admissions.

- Maintain proper records of counseling sessions and their outcomes.

3. LEAD GENERATION & FOLLOW-UP

- Make calls to the assigned raw data and prospective parent database.

- Conduct regular follow-ups with prospective parents to maintain engagement and encourage school visits.

- Make Pre-Application (Pre-App) follow-up calls as required.

- Handle IVR and Justdial enquiries promptly and professionally.

- Follow up on missed, unanswered, and pending calls.

- Connect with prospective parents through WhatsApp and maintain timely communication.

- Send a thank-you message along with the feedback form after every branch visit.

- Maintain consistent follow-ups until an enquiry is converted into an admission, deferred, or closed.

- Identify potential leads and prioritize enquiries based on their interest and admission requirements.

- Record the outcome of every call and follow-up accurately.

- Ensure that no enquiry or positive lead is left unattended.

4. DATA MANAGEMENT & LEAD TRACKING

- Maintain accurate and updated records of raw data and leads in Excel or the prescribed reporting system.

- Regularly update and maintain the Positive Leads Sheet.

- Maintain proper records of:

- New enquiries received.

- Positive and prospective leads.

- Follow-up calls and communication.

- Pre-App follow-ups.

- Branch visits and walk-ins.

- Admissions and conversions.

- Non-converted enquiries.

- Reasons for non-conversion.

- Pending follow-ups and next follow-up dates.

- Collect relevant prospective parent data from nearby residential societies, apartments, residential areas, and localities, wherever applicable.

- Ensure all lead records are accurate, organized, and updated regularly.

- Avoid duplicate entries and ensure proper tracking of every enquiry.

- Maintain complete lead history to ensure continuity in parent communication.

- Ensure that all data is maintained confidentially and shared only with authorized personnel.

5. DAILY & MONTHLY REPORTING

A. Daily Report

The Admission Counselor must prepare and submit a daily report covering the following:

1. Total walk-ins and parent visits.

2. Raw data calls completed.

3. Follow-up calls completed.

4. Pre-App follow-up calls completed.

5. New enquiries received.

6. IVR and Justdial enquiries handled.

7. WhatsApp follow-ups completed.

8. Branch visits scheduled and completed.

9. Admissions and conversions achieved.

10. Pending follow-ups and their next action dates.

11. Positive leads generated.

12. Key updates, challenges, and important observations.

Reporting Requirement: All daily reports must be accurate, complete, and submitted within the timeline prescribed by management.

B. Monthly Report

The monthly report must include:

1. Total walk-ins and branch visits.

2. Total enquiries received.

3. Total admissions and conversions achieved.

4. Total positive leads generated.

5. Non-converted enquiries and their status.

6. Reasons for non-conversion.

7. Follow-up performance and pending leads.

8. Lead-to-visit and visit-to-admission conversion performance.

9. Overall counseling and admission performance.

10. Key observations, challenges, and areas requiring improvement.

11. Performance of promotional activities and leads generated through them.

The monthly report should provide a clear overview of admission performance and help identify opportunities to improve enquiry handling and conversions.

6. MARKETING & PROMOTIONAL ACTIVITIES

- Plan, coordinate, and actively participate in school promotional and parent engagement activities, including:

- Baby Shows.

- Talent Shows.

- Art and Craft Sessions.

- Parent Workshops.

- Open House Events.

- Community Engagement Activities.

- Other promotional events organized by the school.

- Coordinate with the concerned teams for the smooth execution of events.

- Assist in promoting school activities within nearby residential societies, apartments, and communities, wherever applicable.

- Collect relevant participant and parent information during promotional activities.

- Maintain proper records of leads generated through events.

- Follow up with all participants and prospective parents after each event.

- Encourage interested families to visit the school and understand its programs.

- Work towards converting event-generated leads into school visits and admissions.

- Submit event-related lead data and follow-up updates to management.

7. COORDINATION & TEAM SUPPORT

- Coordinate effectively with the Academic, Administration, and Management teams.

- Communicate parent requirements, queries, feedback, and concerns to the concerned team.

- Maintain smooth and professional communication between parents and the school.

- Coordinate with the academic team regarding curriculum-related queries that require further clarification.

- Support the team in admission-related activities whenever required.

- Follow the reporting formats, processes, and instructions prescribed by management.

- Ensure that relevant updates regarding admissions, parent visits, and pending enquiries are communicated to the appropriate team.

- Escalate unresolved parent concerns or admission-related issues to the concerned authority promptly.

8. PROFESSIONAL EXPECTATIONS & ACCOUNTABILITY

- Maintain strict confidentiality of all parent, student, and school-related information.

- Communicate respectfully and professionally with parents, students, colleagues, and management.

- Maintain proper documentation and records at all times.

- Take ownership of all assigned leads and ensure timely follow-ups.

- Demonstrate accountability for assigned admission targets and responsibilities.

- Maintain a professional and positive approach while representing Growinnsteps Pre School.

- Provide appropriate support to parents throughout the enquiry, counseling, school visit, and admission process.

- Ensure that every enquiry is handled systematically and professionally.

- Maintain transparency in reporting calls, visits, follow-ups, and admissions.

- Identify gaps in the admission process and suggest practical improvements.

- Follow the school's policies and instructions issued by management.

- Contribute actively towards achieving the branch's overall admission goals.

9. KEY RESPONSIBILITY

The primary responsibility of the Admission Counselor is to manage enquiries and leads effectively, provide quality parent counseling, generate and maintain prospective leads, conduct consistent follow-ups, facilitate school visits, convert genuine enquiries into admissions, and maintain accurate and timely reporting.

The Admission Counselor is expected to take ownership of the complete admission enquiry cycle, from the first point of contact to admission conversion, while maintaining professional communication, accurate documentation, and a positive parent experience.

10. ACKNOWLEDGEMENT

I acknowledge that I have read and understood the above Roles & Responsibilities of the Admission Counselor at Growinnsteps Pre School. I understand that I am expected to perform the assigned duties diligently, follow the prescribed processes, maintain accurate records, and work towards achieving the branch's admission objectives.