Buckswood School
East Sussex
Expiring soon
Job type:
Part Time, Permanent
Apply by:
19 September 2025
Job overview
Buckswood school motto is 'Ad Vitam Paramus' or 'we prepare for life', and our magical campus set on 40 acres of country estate, vineyard, stables and activity centre provide the perfect setting for passionate subject specialists to ignite the imaginations of our students. Join a school that likes to think outside of the box and inspire children to do the same.
We are seeking a highly proactive and organised Medical, Safeguarding, and Travel Coordinator Administrator to join our dynamic team. This role is essential in ensuring smooth operations across medical, safeguarding, and student travel functions. It requires a hands-on approach to administration, excellent organisational skills, and strong attention to detail.
The ideal candidate will be proactive, with excellent planning and record-keeping skills — particularly during preparation stages at the start of each term, as well as through continuous follow-up with all stakeholders throughout the year. This is not a passive role; it requires someone who can anticipate needs, prepare in advance, and maintain meticulous records while ensuring clear and timely communication with staff, students, parents, and external partners.
Key Responsibilities
Medical Administration
* Maintain and update student medical records, including new admissions.
* Keep the health database accurate and aligned with the weekly school roll.
* Request and follow up on medical forms from parents/guardians.
* Answer medical-related queries from parents, nurses, students, and staff.
* Liaise with the School Immunisation Team (Kent Community Health NHS Trust) to coordinate immunisation schedules.
* Manage email correspondence with parents, agents, the marketing team, and staff regarding medical matters.
Safeguarding Administration
* Maintain comprehensive and up-to-date safeguarding records, ensuring accuracy and compliance with legal and regulatory requirements.
* Schedule and prepare for safeguarding meetings, case reviews, and staff training sessions.
* Follow up with internal teams and external agencies to ensure safeguarding actions are completed within deadlines.
* Respond promptly to safeguarding concerns, ensuring all issues are appropriately documented and escalated.
* Prepare detailed safeguarding reports for senior management and external stakeholders.
Travel Coordination
* Receive and process travel arrangement requests from parents.
* Coordinate travel logistics, including departure dates, permissions, and necessary approvals.
* Ensure all travel-related forms are completed and stored securely.
* Keep travel documentation, spreadsheets, and live systems accurate and up to date.
* Communicate travel plans clearly with staff, students, and parents to ensure smooth departures and arrivals.
Skills and Qualifications
* Proven experience in a proactive administrative role, ideally within a healthcare, safeguarding, or education environment.
* Excellent planning and organisational skills, with the ability to anticipate needs and manage competing priorities.
* Strong communication and interpersonal skills, with the ability to follow up and liaise effectively with a variety of stakeholders.
* Familiarity with medical terminology, electronic health record systems, and safeguarding procedures.
* Ability to handle confidential information with discretion, ensuring compliance with safeguarding and data protection regulations.
* Proficiency in MS Office (Word, Excel, Outlook) and other administrative software.
* Experience managing and coordinating travel arrangements (desirable).
Contract: permanent, term time ( 33 weeks) + 5 weeks, Monday - Friday, 9am -3pm
Candidates are invited to submit their CVs to the school. Following an initial review, successful applicants will be contacted and required to complete and submit the school's application form before being considered for shortlisting and interview.
We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.
Buckswood School is committed to safeguarding and promoting the welfare of children. All applicants must be prepared to undergo appropriate child protection screening relevant to the post, including checks with previous employers and the Disclosure and Barring Service. Applicants must also have the right to work in the UK and, where necessary, hold the appropriate visa.
If you have spent more than three months abroad within the past five years, you will be required to provide a police clearance certificate from the country where you resided
About Buckswood School
Buckswood School
Broomham Hall, Guestling - near Hastings
East Sussex
TN35 4LT
United Kingdom
At Buckswood teaching is a calling, a vocation and not just not a job.
Buckswood does not recognise the concept of the average pupil; there is no box-ticking template to be followed here, because every scholar will be treated differently, with an education tailored to his or her own aptitude. Buckswood's small class sizes, expert subject specialists and the uniquely inspiring environment, come together to produce an educational experience unlike any other. Buckswood instills a can-do spirit of adventure in its scholars who are willing to try something new, understanding that failure is not to be feared, knowing that new experiences make for richer people. A wealth of stimulating and thought-provoking activities and opportunities are complemented by traditional classroom studies. The Buckswood approach opens the mind and produces well-rounded and interesting individuals – Learners Today, Leaders Tomorrow.
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