Registry Assistant Manager (Johor Bahru)

Registry Assistant Manager (Johor Bahru)

Management - Schools (Education & Training)

Full time

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• 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. 
• 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.
• 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.

2. 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 REAL Schools, Johor Bahru. 
• 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.
• 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.
• 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.
• 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 
• 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.
• Maintain accurate records and supply necessary statistics as required by government authorities.
• 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.
• 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 Subang Jaya school leadership and the Registry team at XCL Malaysia Central Office and update related documents and procedures for reference.
• 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.

4. Representation and Collaboration 

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

5. 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.

6. 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.

7. 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.

8. Administrative Responsibilities

• The role of a Registry Assistant Manager is to plan and implement the following administrative functions.
• 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.
• 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.

9. Exam Unit

• Be responsible for the management of the examinations service, ensuring that there is a systematic approach to the administration of examinations and that the service meets quality standards.

• Ensure all external examination papers and materials are received safely by the Exam Unit, and being responsible for their strict security and ensuring completed papers are dispatched promptly and appropriately.

• Responsible for smooth arrangement and security for the conduct of all internal and external examinations.

• Ensure appropriate invigilation and examination (internal and external) timetables are in accordance to the requirement of external examination bodies.

• Ensure appropriate examination venue arrangements for all internal and external examinations.

• Ensure that pupils are given all the necessary relevant information about examination entries, the dates and times of the examinations, conduct during examinations and the collection of results and certificates and that this information is given in good time.

• Receive examination results and certificates and making arrangements for their issue.

• Keep up to date with the necessary policies, procedures, rules and regulations laid down by the different examination bodies.

• Organize appropriate arrangements for the support of candidates with special examination requirements (e.g. dyslexia, disabled and etc) in accordance to the rules and regulations as set by the external examination bodies.

• Responsible for writing and submitting examination-related report as and when required by the external examination bodies and the School.

• Identify and propose training needs of staff to Academic Head.

• Provide interface with parents and pupils to ensure satisfaction and success;

10. Other duties as and when required by the school.

Your application will include the following questions:

What's your expected monthly basic salary?

How many years' experience do you have as a Registry Manager?

How would you rate your English language skills?

How much notice are you required to give your current employer?

Are you willing to relocate for this role?

The journey of R.E.A.L Education began 30 years ago with its first establishment in Cheras, Kuala Lumpur. We engage our students into a transformative journey that produces results. These results do not only encompass academic achievements but are balanced with extracurricular excellence and honourable character. For more details, please check out

The journey of R.E.A.L Education began 30 years ago with its first establishment in Cheras, Kuala Lumpur. We engage our students into a transformative journey that produces results. These results do not only encompass academic achievements but are balanced with extracurricular excellence and honourable character. For more details, please check out

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