Registry Executive

Main purpose

The Registry Executive plays an important role in ensuring the smooth and efficient operations of the registry functions at the campus. This position involves implementing standardised processes and procedures for registry functions, ensuring efficiency, and achieving intended outcomes, managing data and reports, representing the registry team at the campus, and supporting other departments as needed. The Registry Executive is responsible for maintaining accurate records, addressing issues, and providing excellent customer service to students, parents, and staff.

Roles and responsibilities

The postholder provides Registry support to all Sri KDU Schools at the Kota Damansara campus.

Student Management

(i) Student Registration

• Implement standardised processes and procedures for student registration at the campus.
• Ensure a positive onboarding experience for students and parents by providing seamless and accurate registration processes.
• Ensure admission documentation is complete and offer letters are issued promptly.
• Create student and parent profiles in the student management system, ensuring completeness and accuracy.
• Maintain an organized system for e-filing student records, ensuring their safekeeping and easy accessibility.
• Update live tracking and reporting templates on student enrolment.

(ii) Student Withdrawals, Transfers and Deferments

• Implement approved standardised processes and procedures for student withdrawals, transfers, and deferments at campus level, ensuring consistency, efficiency, and compliance with relevant policies.
• Conduct and manage exit interviews and enforce related policies and procedures.
• Obtain comprehensive withdrawal reasons and ensure correct assignment of categories.
• Promptly notify the finance department of any eligible refunds based on approved criteria. Provide the necessary details, including student information, withdrawal date, refund amount, and any relevant documentation. Keep thorough records of refund requests, approvals, and processing for auditing purposes. Ensure that all documentation related to refunds is properly filed and easily accessible.
• Update live tracking and reporting templates on student withdrawals.

(iii) Annual Year Group Promotions

• Conduct annual year group promotions in the student management system with the approved year group promotions. Ensure that the system accurately reflects the students' new year group assignments.
• Ensure that the principal's approval is obtained and documented for any exceptional upgrades or downgrades.

Student Pass Support for International Students

This is a crucial role in ensuring that every eligible international student successfully obtains a valid Student Pass (SP) to study at the school.

(i) Support for International Students

Serve as the primary point of contact for international students regarding SP-related matters.

• Assist and guide international students through the SP application process, including collection and review of necessary documents, ensuring completeness for a successful application for a new or renewal of the SP.
• Provide onboarding sessions to incoming international students, explaining SP requirements and regulations.
• Address SP-related enquiries and concerns promptly and professionally.

(ii) Compliance and Documentation

• Stay updated and ensure compliance with the Malaysian Ministry of Education and Immigration regulations and policies.
• Maintain accurate records of SP documents and correspondence for each international student.
• Monitor SP expiration dates and ensure timely renewals or extensions.
• Collaborate with relevant departments to ensure that the school complies with all SP-related regulations.
• Provide complete and accurate data as required by government agencies such as the Ministry of Education, Immigration and Department of Statistics.

(iii) Cross-functional Collaboration

• Work closely with the admissions team to ensure a seamless experience for international students.
• Collaborate with school-appointed agent(s) to ensure timely and seamless SP application process.
• Collaborate with external agencies and embassies as needed.

Government Agencies

(i) Management of Document Preparation and Approvals

• Prepare and compile all necessary documents accurately and promptly for submission to relevant government departments.
• Ensure that all documents are complete and in compliance with regulatory requirements.
• Facilitate the approval process, coordinating with the Registry team at XCL Malaysia Central Office and government agencies to secure necessary approvals efficiently.
• Ensure all the following licenses/approvals are promptly renewed:
  • School license and all approvals/conditions listed under the school license
  • Renewal of permission to recruit international students
  • Other related government approvals as directed by the Registry team at XCL Malaysia Central Office

(ii) Liaison with Government Agencies

• Establish and maintain effective communication with ministries, and government departments to secure permits, licenses, and related approvals.
• Act as the school's representative in interactions with these entities, ensuring a positive and professional relationship.

(iii) Maintain accurate records and supply necessary statistics as required by government authorities.

(iv) Compliance Assurance

• Ensure that the school remains in full compliance with the regulations and requirements set forth by the relevant government agencies.
• Implement necessary measures and changes to ensure ongoing compliance and mitigate potential issues.

(v) Monitoring and Information Dissemination

• Stay informed about updates, regulations, and directives issued by government agencies, such as the Ministry of Education, Immigration, Ministry of Health, Home Ministry, and others.
• Promptly disseminate relevant information to the school leadership and the Registry team at XCL Malaysia Central Office and update related documents and procedures for reference.

(vi) Confidentiality and Documentation

• Maintain the highest levels of confidentiality with regard to all documents and data related to government agencies.
• Safeguard all approvals and official documents issued by government agencies, ensuring their safekeeping and accessibility as needed.

Representation and Collaboration

• Serve as a representative of the Registry, reporting ongoing issues and feedback to the Registry Lead and Registry Manager.
• Participate in discussions and training sessions related to student management system settings and training, representing the interests and needs of the Registry.

Communication and Customer Support

• Ensure timely and accurate dissemination of registration-related information to new families, providing excellent communication and customer support.
• Implement processes to maintain accurate student and parent contact information, facilitating effective communication.

Data Management and Reporting

• Collect, organize, and maintain student data in a manner that is in compliance with data protection regulations.
• Ensure student data is updated and accurate for generating reports and analytics on registration trends, enrolment and attrition numbers, and other relevant metrics to inform decision-making processes.
• Manage accuracy and integrity of student data in the student information system.

Teamwork and Self-development

• Ensure commitment towards work is of a high level and that work is carried out with professionalism.
• Foster and contribute towards a positive and collaborative work environment within the team, promoting teamwork, effective communication, and continuous learning.
• Participate in team meetings and training sessions to share updates, best practices, and new procedures.
• Self-evaluate and identify training and professional development needs to enhance skills and knowledge in registry functions.

Administrative Responsibilities

• Enrolment Activities Support:
  • Participate in and provide support for enrolment activities such as Open Days and education fairs to ensure a smooth experience for prospective families.
• Student Insurance Claims:
  • Collate and submit insurance claim documents to the insurance broker on behalf of students and their families. Ensure accuracy and completeness of the required documentation for efficient claim processing.
• Issuance of Parent Car Stickers:
  • Plan and manage the distribution of parent car stickers to families on an annual basis. Ensure proper tracking and documentation of distributed stickers.
• Issuance of Parent IDs:
  • Communicate with parents regarding the collection of photos for parent IDs. Maintain a database of submitted photos and ensure that parent IDs are issued for every photo received. Coordinate with relevant departments to ensure smooth ID production and distribution processes.
• Issuance of Student Cards:
  • Ensure that every student is issued a student card for identification and e-purchase purposes (via the Vircle application). Provide onboarding support to families on Vircle activation and usage. Manage the process of replacements for lost or damaged cards.
• Facilitate Refund of Deposits for Graduates:
  • Collect the necessary data from parents to facilitate the refund of deposits for graduating students. Prepare and verify the data for finance to process refunds in a timely and accurate manner.

Requirement

• Demonstrable and successful experience in registry function in private and/or international schools.
• Experience in providing administrative support in various stages of a student’s journey at school.
• Experience in international student services or a related field.
• Proficiency in managing data sets and analysing statistics.
• Successful implementation of customer-focused strategies and response mechanisms.

Sri KDU Schools are a part of XCL Education, a Southeast Asia-focused education group dedicated to empowering students to confidently navigate the uncertain future, find their own place, and leave their own mark in the world. We are one of the largest and fastest-growing K-12 education platforms in the region, principally focusing on local students and committed to supporting the future of this young, fast-growing, and vibrant region that is poised to unleash its great potential.

Sri KDU Ethos

Sri KDU Schools understand that our teachers are the most important resource we have to afford our students with a first-rate academic and holistic international education.

We believe that education is about enrichment, not only of the individual but of the communities within which those individuals live and therefore of society in general. Sri KDU Schools aim to provide an education of the highest possible standard for each of its students in key areas of development. The most important of these are the academic, cultural, moral and co-curricular.

We have high expectations of our students in terms of their effort, achievements and behavior and we aim to provide them high-impact programmes through which they can develop to the best of their abilities as a future leader. By so doing we seek to develop confident, well-rounded individuals who can be successful in their own lives and of service to others. It is the quality of the people and the relationships between them that make our schools special. Our view of education is based on mutual respect, trust, pastoral care and a positive outlook.

Our Promises

Top Academic Outcomes

We aim to gain access to world-class academic qualifications within a nurturing culture.

Future Proof Preparation

We aim to develop resilient students who have a clear sense of self and purpose, equipped with the skills to access top colleges and universities, build successful careers and thrive in life.

Holistic Character Development

We aspire to empower future leaders through immersive learning experiences to realise their full potential.

Welfare & Safeguarding

We aim to safeguard and ensure the wellbeing of our students by adopting evidence-based practices aligned to international safety standards.

Continuous Improvement

We desire to relentlessly pursue continuous improvement by gathering parent and student feedback, measuring outcomes, and being accountable for our actions.