Job Title: Lettings and Camps Coordinator Responsible to: Bursar Location: Boundary Oak School Contract Type: 2 Days a week - flexible hours Salary: £15,200 - Bonus if targets are met ________________________________________ Job Purpose: To strategically lead and manage all commercial activities related to external lettings, holiday clubs, and summer boarding camps within the school. The post holder will be responsible for identifying and maximising income-generating opportunities by promoting and efficiently managing the school’s facilities, ensuring high standards of service delivery, compliance with regulations, and excellent client relations. This includes acting as the School Lettings Officer and collaborating closely with the Estates and Maintenance teams. ________________________________________ Key Responsibilities: Commercial Development and Income Generation • Identify, develop, and implement strategies to increase revenue from external use of the school’s facilities. • Undertake market research and competitor analysis to inform pricing strategies and marketing approaches. • Promote the school’s facilities proactively to a wide range of potential hirers, including local community groups, sports clubs, corporate users, and event organisers. • Prepare business cases for new income-generating initiatives, including holiday camps and boarding programmes. • Find and coordinate with a provider to run an in-house Summer Boarding Camp over the Easter and Summer Holidays. • To collaborate with Marketing at Boundary Oak and external parties (councils, sporting clubs, wedding bodies, etc) Lettings Management • Manage all aspects of the school letting’s function, ensuring efficient use of resources, profitability, and client satisfaction. • Coordinate all booking enquiries, maintain an accurate lettings schedule, and liaise with relevant internal departments to avoid operational conflicts. • Ensure hirers are fully briefed on terms of use, health and safety procedures, safeguarding expectations, and insurance requirements. • Monitor the quality and delivery of services to hirers, seeking feedback and making continuous improvements. • Manage contracts and service level agreements related to external bookings and partnerships. Facilities Supervision and Operational Duties • Collaborate with the Estates Manager to oversee the day-to-day operational aspects of site usage during lettings. • Ensure premises are opened and closed at appropriate times in line with booking schedules; this may include unlocking the site before sessions and securing it afterwards. • Coordinate access for external users and monitor use to ensure the site remains secure and well maintained during and after sessions. Administrative and Financial Duties • Maintain accurate records of all bookings, attendance, agreements, and income. • Prepare and issue invoices for lettings and ensure timely collection of payments. • Analyse usage data and provide regular reports to the Headteacher and Estates Manager on performance, risks, and improvement opportunities. • Ensure all documentation (lettings agreements, risk assessments, insurance certificates) is up to date and stored securely. • Assist in budget preparation for commercial activities and monitor expenditure against budget targets. ________________________________________ Safeguarding, Compliance, and Training • Ensure that all activities involving external groups align with the school’s safeguarding policies and procedures. • Carry out risk assessments and implement appropriate control measures in relation to external lettings and events. • Undertake appropriate training, including safeguarding, health and safety, and first aid as required. • Promote and enforce a culture of compliance and high standards across all external operations. ________________________________________ Skills and Attributes Required: • Excellent organisational and project management skills • Strong interpersonal and communication abilities, with a customer-focused mindset • Financial awareness and experience in budget or income management • Practical understanding of facilities management and health & safety • Ability to work flexibly, including evenings, weekends, and school holidays as required • Ability to work independently and as part of a team • IT literacy (MS Office, booking systems, email) ________________________________________ Desirable Qualifications and Experience: • Experience in a similar role in a school or leisure setting • First Aid at Work qualification • Experience in marketing or business development ________________________________________ This job description may be amended from time to time in accordance with the needs of the school. Flexibility and a willingness to adapt to the evolving commercial landscape of the education sector are essential.