Centre Administrator

British Summer School; Stoke-on-Trent, Oundle; Remote; GBP 31,000 - 35,000; Full time

Job summary

British Summer School Limited is seeking a focused Centre Administrator to provide comprehensive administrative support to the Centre Manager, ensuring smooth daily operations and accurate record-keeping. You will manage student check-in/out, respond professionally to inquiries, and handle financial administration for petty cash and pocket money.

The role includes liaising with Head Office, maintaining the Summer School Database, and assisting with safeguarding and visitor management on-site.

Qualifications

• Experience in administrative roles.
• Proficient in record keeping and documentation.
• Strong communication and organisational skills.

Responsibilities

• Provide comprehensive administrative support to the Centre Manager.
• Oversee student check-in/check-out and manage related documentation.
• Handle inquiries via phone, email, or in person and manage main inboxes.
• Maintain petty cash and student pocket money records.
• Coordinate with Head Office on student information and centre activities.
• Enter and update data in the Summer School Database.
• Resolve day-to-day issues raised by students or staff promptly.
• Greet visitors and assist parents and agents on-site, ensuring safeguarding policies are followed.
• Coordinate travel details and transfers for students where required.

Skills

Administrative support

Customer service

Cash handling

Communication

Record keeping

Job description

Administration: Provide comprehensive administrative assistance to the Centre Manager including drafting correspondence, recording meeting notes, proofreading documents, and maintaining organised students' records. This ensures the centre manager is supported effectively in managing daily operations and responsibilities.

Student Check-In and Check-Out: Oversee smooth and efficient student arrivals and departures, managing all relevant documentation, handling cash responsibly, and updating records accurately to deliver a professional and welcoming service.

Enquiries & Communication: Act as the first point of contact for all enquiries from students, staff, host school personnel, parents, and agents, whether by phone, email, or in person. Deliver clear, accurate, and courteous responses, ensuring messages are relayed promptly. Take ownership of managing the centre's main email inbox, always maintaining a high standard of communication.

Financial Administration: Handle petty cash and distribute student pocket money securely, maintaining detailed records and checking all balances daily to ensure financial accuracy and accountability within the centre.

Head Office Liaison: Provide timely and accurate updates to Head Office about student information and centre activities to assist with parent and agent communications, ensuring all responses are well detailed.

Database Management: Enter and update essential information within the Summer School Database to support smooth communication, accurate reporting, and effective service delivery across all departments.

Issue Resolution: Address day-to-day concerns, questions, or minor issues raised by students or staff promptly and appropriately, escalating, when necessary, to maintain high levels of satisfaction and uphold BSS's reputation.

Visitor Relations: Greet and assist all visitors, particularly parents and agents, in a friendly and professional manner. Offer hospitality where appropriate and ensure visitors are guided and supported throughout their time on-site, following all safeguarding, health, and safety policies to provide a positive and compliant experience.

Travel Coordination: Monitor and verify student flight details using airline and airport systems to ensure accurate transfer planning and seamless travel arrangements between the airport and the centre.

Pastoral Support: Work with the Welfare Manager and other House Parents to share essential information and deliver consistent, high-quality welfare care. Monitor students' well-being and behaviour, handling minor issues directly and escalating serious concerns to the Welfare Manager or Centre Manager. Take personal responsibility for supporting homesick students and ensure safeguarding standards are upheld.

Student Transfers (If required): To undertake student transfers courteously and efficiently, adhering to all timings and procedures to deliver a professional, high-quality welcome and departure service that ensures minimal waiting times and a positive first and last impression of the school

Social Media Photography & Video: Under the direction of management holder is responsible for capturing high-quality footage of lessons, activities, evening entertainment, and excursions using British Summer School recording devices.

Centre Requirements: To help ensure that the centre is set up effectively and packed away as required by the Head Office team

All duties are subject to change at the discretion of the Managing Director.

Person Specification

Safeguarding

British Summer School is fully committed to safeguarding and promoting the welfare of children and young people. This responsibility extends to all staff, both on and off duty. As part of this commitment, all employees undergo an enhanced Disclosure and Barring Service (DBS) check, and full employment reference checks are conducted prior to commencement of employment.

KEy Information

HIRING FOR SUMMER 2027

KEY PURPOSE OF JOB:
To Ensure the smooth running of the centre office which acts as the administrative hub for the Summer School.

HOURS: Variable shifts, including mornings, afternoons, evenings and weekends.

SALARY:
£691.19 per week + 12.07% Holiday Pay Total weekly pay £774.62 (Including Holiday Pay)

Accommodation Deduction: An accommodation deduction of £74.62 will be deducted for those staff that are residential.

LOCATION:
One of the below;

Worth, Paddockhurst Road, Turners Hill, West Sussex, RH10 4SD

Oundle, New Street, Oundle, PE8 4GH

Uppingham, High Street West, Oakham, LE15 9QE