Office Coordinator

Summer Boarding Courses; Leeds; On-site; GBP 39,000 - 49,000; Full time

Benefits offered by this job

Accommodation

DBS covered

On-site training

CPD & Appraisals

Staff wellbeing

EAP access

Head Office support

Safeguarding training

Professional environment

Management training

Job summary

The Office Coordinator at Summer Boarding Courses ensures smooth administration of the summer programme. You will manage on-site financial records, prepare excursions, maintain a welcoming office, and support staff and students.

Based at one of several sites, you will work with Head Office to handle arrivals and departures, HR admin, and daily operations. Accommodation is included, and you will receive extensive on-site training and ongoing development.

Qualifications

• Strong organisational skills
• Excellent communication

Responsibilities

• Oversee on-site financial records
• Prepare excursions and packs
• Maintain the Summer School Office and staff room
• Coordinate student arrival and departure administration
• Provide administrative support across the programme
• Assist HR with onsite staff admin

Job description

About The Role

The Role

The Office Coordinator at Summer Boarding Courses ensures smooth administration of the summer programme. Key responsibilities include managing financial records, preparing excursions, and maintaining an organised, welcoming office. The role involves collaborating with the management team and Head Office to handle student arrivals, departures, and staff paperwork, providing essential support across the programme. Strong organisational skills and excellent communication are crucial for thriving in a fast-paced, vibrant environment.

Locations

The role of Office Coordinator will be based at one of the following sites:

• Camp Headington
• Camp Dragon
• Dukes Cambridge
• SBC at Headington School
• SBC at Dulwich College

Ways we support our Managers

• We will cover the full cost of a new DBS (if required) for your first contract working with SBC. We encourage all staff to sign up for the Update Service.
• Extensive, paid, on-site training prior to student arrival
• Accommodation included
• CPD and Appraisals
• Staff Wellbeing Initiative
• Access to Employee Assist Programme (EAP)
• Continual support for all staff from the Head Office Team, both on the ground and via phone/email
• Online safeguarding and prevent training
• Professional, fun and supportive environment
• Paid attendance of our Management Training Course

Remuneration

The salary for the Office Coordinator role is £975 per week (subject to tax and national insurance), paid weekly in arrears (for the avoidance of doubt this sum includes a holiday allowance at 12.07% of basic pay in the sum of £105.01), plus accommodation at the summer site.

A normal working week for Office Coordinators will consist of up to 70 hours per week over six working days.

All staff will receive one full day off per week.

Main Duties

Financial Administration

• Oversee on-site financial records, including receipts, petty cash, and spending tracking via Excel/banking apps.
• Assist with the collection and distribution of student pocket money.
• Maintain communication with the SBC Finance Team.

Excursion & Off-Site Activity Management

• Follow Head Office guidelines to prepare for excursions, reconfirm bookings and prepare excursion packs with itineraries, registers, and risk assessments.
• Distribute and store excursion documents in line with SBC’s Emergency and GDPR Procedures, brief staff on roles, and monitor transport logistics.

Office & Stock Management

• Manage the storage, distribution, and return of branding, office and IT stock and support resource purchasing ensuring compliance with guidelines.
• Oversee the setup and upkeep of the Summer School Office and staff room, ensuring spaces organised, clean and welcoming.
• Collaborate with Head Office to maintain smooth operation of office IT and phone systems.

Student Arrival & Departure Administration

• Coordinate with Transfer Managers to ensure transfer packs are prepared and distributed, and briefings are attended.
• Prepare documentation for student arrival and departure days, set up check-in/departure rooms, prepare refreshments, and ensure professional first and last impressions.
• Assist with end-of-course administration, including questionnaires, reports and certificates.

HR and Staff Support

• Assist the HR team with onsite staff admin, including arrival packs, uniforms, and ID cards.
• Coordinate staff meals, socials, and budget planning with Course Leaders and Programme Managers.
• Provide administrative support across the programme to ensure smooth operations.

Teamwork & Communication

• Collaborate with the Management Team, attending meetings and maintaining open and proactive communication.
• Communicate clearly and professionally with students, staff, parents, agents, site hosts, and external stakeholders.
• Work with SBC Head Office to complete necessary paperwork and share updates.

Student Experience

• Encourage student engagement in the programme, promoting communication, confidence, and social skills.
• Promote a culture of equality, respect, and diversity, ensuring students adhere to the Student Code of Conduct and assisting staff in managing behaviour.
• Encourage student feedback and promptly address concerns or complaints.
• Contribute to hosting arrival and departure days, ensuring a welcoming and professional experience for students and parents.
• Support the safe delivery of the programme, covering sessions, attending off-site activities & supporting breaks, meals, and welfare duties where needed.

Safety & Compliance

• Implement Health and Safety procedures, ensuring incidents are reported and risk assessments are followed.
• Keep staff informed of student welfare needs and maintain required welfare records.
• Ensure staff and students understand Emergency and Fire Evacuation procedures.
• Securely manage summer camp data, following GDPR and confidentiality policies.

General

• Attend SBC Management Training prior to arriving at the school to familiarise with all aspects of the programme, roles, and responsibilities
• Assist with Induction Week, preparing the site and inducting staff
• Demonstrate flexibility and assist in emergency situations, whether on duty or not.
• Provide feedback to the Head Office team throughout and at the end of the summer
• Uphold the reputation of Summer Boarding Courses and the host venue

Safeguarding Duties

• Be committed to the safeguarding and welfare of students in your care
• Complete online safeguarding training and attend on-site safeguarding training during induction week
• To read and understand SBC’s Safeguarding Policy, Staff Handbook, Operations Policy Handbook and Part 1 of Keeping Children Safe in Education (including annexes A & B)
• To be alert to the signs of abuse and neglect, and report any concerns to the DSO immediately (including low level concerns)
• To know what to do if a student tells a member of staff they are being abused, exploited or neglected
• To help students understand how to keep themselves safe and manage risk; earning their trust while maintaining professional boundaries

Please see the attached Job description for a more complete list of the duties associated with this role. You can also see an overview of our sites and dates.

About You

SBC PERSON SPECIFICATION

All members of staff employed by SBC will be expected to bring certain key qualities to the operation. There must be a professional interest in working with young people and particularly international children. Safety and welfare of the students is of paramount importance at SBC and a practical enforcing of this belief should be a quality exhibited by all staff.

We look for staff who are:

• Approachable & empathic to the needs of students