Admissions responsibilities at WMAT; Once a school joins WMAT, the Trust becomes the Admissions Authority

First responsibilities

• Review the school's admissions and appeals processes for In-Year applications, New Round entry, and current student numbers

• Build relationships with key staff, including Admissions Leads, Transition Leads, Data Managers, and Local Authority contacts

• Gain access to relevant systems (Arbor and/or LA systems)

• Act as the expert contact for all school admissions queries

General support and collaboration

• Provide ongoing support and guidance on Admissions and Appeals

• Host termly meetings with secondary school Transition Leads to share knowledge and best practices for student transitions

• Host termly meetings with secondary school Admissions Leads to ensure consistent best practices

• Liaise regularly with Primary School administration teams, understand their processes, and encourage collaboration

• Support schools in rolling out Applica/Admission+, ensuring online registration and data capture forms are up to date

• Monitor student numbers in local schools and inform Heads/Principals for future planning

• Guide school staff handling the school's admissions transitions efficiently, effectively and professionally with parents

• Support parents by answering calls and emails, providing guidance on applying for their preferred Primary or Secondary school (optional) 

Governance and Admissions Policies

• Annually review the WMAT Admissions Policy

• Annually review each schools Admissions Policy, aligning with WMAT’s Admission Policy

• The Governing Body and Principal/Head must establish an Admissions Committee, meeting 3-4 times a year to:

  • Annually review the Admissions Policy before seeking approval from the Governing Body and WMAT Trustees

  • Review and agree the school’s Published Admission Number (PAN)

  • Consider exceptional cases and staff applications

• Manage Admissions Policy Consultations in line with the Admissions Code, Local Authority guidelines, and WMAT policies

• Stay informed on Local Authority Admissions Policy changes and provide guidance to Heads/Principals and Admissions Committees

• Work with the Local Authority to assess admissions capacity at each school

• Ensure all School Internal Admissions Procedures comply with legal and regulatory requirements

Appeals process - New round and In-Year applications

• Coordinate appeals: schedule hearings, brief presenters, and prepare legal documents to meet deadlines

• Work with schools and provide pre-hearing briefings

• Feedback appeal outcomes to schools, outlining next steps if a case is upheld or refused

• Ensure compliance with appeals codes and deadlines

Marketing - Based on school needs

• Assist schools in developing an annual admissions timeline for their community and feeder schools or nurseries

• Work with schools on Marketing campaigns

• Attend Open Evenings and external Marketing events as a WMAT representative to support parents and answer questions

• Build relationships with feeder schools and nurseries to understand future student projections

• Regularly review school websites to ensure: Admissions Policies are up to date, school contact details are accurate, Open Morning and tour information is correct, Compliance with DfE requirements

• Update and maintain the WMAT Admissions webpage to ensure accurate and relevant information.

New-round Admissions process (Reception or Year 7) – Based on school needs

• After applications windows close, help the school rank their lists according to the school's Admissions Policy and Local Authority deadlines

• Attend Governors Admissions Committee meetings to review exceptional cases and staff requests

• Verify applications with schools, including staff and sibling priority claims

• Assist verifying feeder/partner school applications to confirm priority placements

• After National Offer Day, assist in following up on acceptances and declines (where applicable) 

• Work with the School Transition Leads to ensure the transition process is consistent and using best practice

• Monitor student numbers to ensure timely offers and full capacity

• Liaise with Local Authorities regarding suspected address fraud and other queries

• At the start of term, ensure Local Authority systems (SOAP/SAM for Hants & Surrey) match school records (Arbor/SIMS).

In-Year Admissions process – Based on school needs

• Review new applications in Local Authority systems (SOAP/SAM) and either make offers or add students to the waiting list

• Update the Local Authority on outcomes to ensure deadlines and commitments are met, cc the schools

• Work with School Data Managers/Admissions Leads to review student numbers and issue offers when spaces are available

• Once offers accepted by parents, hand over to the school for the transition into relevant year group.

• Regularly checking in with families to maintain an active waiting list

• Update the Local Authority once students are on roll to keep records accurate.