Educational Trips and Visits, Co-Curricular and Operations Administrator
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Educational Trips and Visits, Co-Curricular and Operations Administrator
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THE OPPORTUNITY
We have an opportunity for a proactive individual to provide comprehensive customer focused secretarial and administrative support for whole school operations, educational trips and visits, outreach and co-curricular activities.
Job Overview
THE OPPORTUNITY
We have an opportunity for a proactive individual to provide comprehensive customer focused secretarial and administrative support for whole school operations, educational trips and visits, outreach and co-curricular activities.
If you're ready to rise to the challenge and be an integral part of our success, we want to hear from you!
REPORTING
This role reports directly to the Senior Deputy Head Academic & Co-Curricular
HOURS
Core hours are 9.00 – 5.30, Monday to Friday. This role is term time, including INSET days at the start of terms, plus 5 days during the school holidays. In total you will work 36 weeks per year.
SALARY
Up to £26,767 per annum prorated salary depending on skill level and experience. (£34,500 per annum Full Time Equivalent).
Main Responsibilities
Purpose: To provide comprehensive, proactive and customer-focused administrative support to the Deputy Head Operations (EVC Coordinator) & Deputy Head Co-Curricular, Outreach and Compliance.
Administrative Excellence
* Arrange/attend a variety of meetings and take/distribute accurate minutes
* Correspondence management including drafting letters
* Communicate effectively, verbally, by email, telephone, or letter to staff, pupils, parents, and the wider community always promoting the reputation of the school
* Photocopy/file as required
* Any other reasonable duties SLT may require
Education Trips and Visits
* Support the Deputy Head Operations in arranging trips
* Liaise with the Educational Visits Co-ordinator through regular meetings, for checking administration, School Post/parent comms.
* Point of contact for Evolve (educational trip software system)
* Work with accounts to set up payment systems for parents
* Support trip leaders with transport and accommodation arrangements eg. coaches, hotels, flights
* Ensure consent for residential and fit to travel documentation has been completed
* Ensure foreign police checks and appropriate staff checks are collated as necessary from third parties
* Make catering arrangements as required
* Ensure all trip information is uploaded into Evolve and alert EVC to any omissions
Operations
* Complete a range of Operations administration at the request of the Deputy Head Operations
* Administer the School Calendar under the direction of the Deputy Head Operations
* Provide proactive administrative support for whole school events
* Collate and process trips documentation for checking by the Deputy Head Operations
* Receive, prepare and distribute correspondence, internally and externally, via SchoolPost or the despatch of outgoing mail.
Co-Curricular
* Maintain an overview of all co-curricular activities across the school
* Ensure that the co-curricular attendance software (SOCS) is monitored and absences are investigated and brought to the attendance of the relevant teacher including after school activities.
* Liaise with visiting music teachers to ensure they are communicated with about school events and pupil activities.
* Ensure the correct contracts and documentation is in place for all service providers.
* Work with the relevant Deputy to organise and provide administration for co-curricular promotion events.
Customer Service Excellence
* Embody the school’s ethos of care, professionalism, and excellence in every interaction
* Anticipate needs and provide solutions before problems arise, enhancing experiences for all stakeholders
* Act as a positive, helpful and solutions-orientated first point of contact for parents, staff and visitors
* Handle sensitive and confidential information discreetly and with sound judgement
* Identify opportunities to enhance service delivery and implement improvements proactively
* Transform challenges into opportunities by maintaining a positive, solution-focused mindset.
Other Duties
* Carry out such duties as may reasonably be required by other members of the Senior Deputy Head Academic & Co-Curricular
* Act as First Aider for the school community as required
* Support and promote the school’s ethos, aims and objectives.
* Partner with the wider whole school administrative and Reception teams to ensure consistent service across the school
* Work towards and support the school vision and the current school objectives outlined in the School Strategic Plan.
* Promote and safeguard the welfare of pupils and adhere to and ensure compliance with the School’s Safeguarding and Child Protection Policy.
* Work within the School’s health and safety policy to ensure a safe working and support during emergencies
* Promote equality of opportunity for all pupil sand staff
* Help sustain a school culture and curriculum which promotes an ethical education for all including promoting positive strategies for challenging discrimination of any kind.
* Maintain exemplary professional standards of attendance, punctuality, appearance, conduct and positive, courteous relations with pupils, parents, and colleagues.
* Engage constructively in the performance review process and identify personal training and development needs to enhance service delivery
* Undertake other reasonable duties related to the job purpose required from time to time.
THE PERSON
* The successful candidate will have previous demonstrable experience as an administrator, preferably in an independent school.
* A highly organised individual with the ability to plan and organise work effectively.
* An excellent communicator who can stay calm under pressure and ensure the smooth running of diaries and completion of tasks/issues.
* Advanced IT skills and use of office software (Microsoft Office Suite and databases). Experience of using educational trip software will be an advantage
* A confident self-starter with a willingness to be accountable for actions.
* A high degree of discretion, confidentiality and integrity.
* A professional and credible manner.
* Articulate with strong literacy skills.
* Detail orientated. Ensures accuracy in all tasks and communication.
* Ability to adjust to changing priorities and handle unexpected tasks.
* Awareness of safeguarding in a school context would be advantageous.
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Management and Manufacturing
* Industries
Book and Periodical Publishing
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