Office Coordinator

Summer Boarding Courses; Oxford; On-site; GBP 60,000 - 80,000; Full time

Job summary

A summer education provider is looking for an Office Coordinator in Oxford to manage logistics and financial records, assist staff administration, and ensure a smooth student experience. Ideal candidates should be organized, adaptable, and possess strong communication skills. The role offers £955 per week plus accommodation, with a commitment required for up to 70 hours per week across the summer program. This position is crucial in creating a welcoming environment for students aged 8-12 from around the globe.

Benefits

Accommodation included

Paid training

Staff wellbeing initiatives

Qualifications

• Meticulous organizational skills.
• Strong communication skills, ability to work under pressure.
• Experience of organizing excursions, events or other logistical operations.
• Proven strong administrative skills.
• Experience working in a visitor/customer facing role.

Responsibilities

• Oversee on-site financial records and spending tracking.
• Prepare documentation for student arrival and departure.
• Assist HR team with onsite staff administration.
• Promote a culture of equality, respect, and diversity.
• Implement Health and Safety procedures.

Skills

Organizational skills

Communication skills

Flexibility

Administrative skills

Experience in customer-facing roles

Tools

Microsoft Excel

Microsoft Word

MS Teams

Job description

Ways we support our Office Coordinators

• 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

Additional Role Specific Support

• Paid attendance to pre‑course Management Training

A normal working week for the Office Coordinator will consist of up to 70 hours per week over six working days. All staff will receive one full day off per week.

Remuneration: The salary for the Office Coordinator role is £955 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 £102.85), plus accommodation at the summer site.

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, collaborating 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.

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.
• 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).
• Be alert to the signs of abuse and neglect, and report any concerns to the DSO immediately (including low level concerns).
• Know what to do if a student tells a member of staff they are being abused, exploited or neglected.
• Help students understand how to keep themselves safe and manage risk; earn their trust while maintaining professional boundaries.

Please see the attached Job description for a more complete list of the duties associated with this Management role.

References & Checks

• Provide details of two recent and relevant referees that we will contact and specifically ask about your suitability to work with children and any concerns.
• Undergo a Disclosure and Barring Service check (DBS), and equivalent if you live, or have lived, outside of the UK.
• State that you have no known reason why you cannot work with children.
• Provide official identification and certificates for our records.
• SBC may conduct online searches for shortlisted candidates as part of our legal duty to meet out safeguarding duties.

Experience Required

Essential

• Meticulous organisational skills.
• Strong communication skills, ability to work under pressure, flexibility.
• Experience of organising excursions, events or other logistical operations.
• Proven strong administrative skills, including good knowledge of Microsoft Excel and Word.
• Experience working in a visitor/customer facing role.

Desirable

• Previous residential summer school experience, ideally with international students.
• Experience of working within the education sector.
• Experience of using MS Teams as a communication tool.
• Experience of using Mail Merge and basic accounting administration tools.

Site

The Site Located in North Oxford and within walking distance of the city centre, Camp Dragon combines the best of both worlds: spacious grounds and modern facilities with the warmth and friendliness of a small, homely community.

This summer, we will welcome over 100 children aged 8-12 from across the globe for a truly unique programme. Designed by language‑learning experts and play specialists, Camp Dragon blends interactive lessons, creative workshops, and unforgettable activities with the buzz of big events and the fun of camp life. Our values - Safe, Brave, Curious - are at the heart of everything we do. Staff play a huge role in making this vision a reality: supporting students as they try new things, grow in confidence, and create lasting memories in a playful, international environment.

About SBC

Founded in 2008, Summer Boarding Courses have united students from around the world through education. Delivering award‑winning, future‑focused courses that strike the perfect balance between academic and social enrichment. Our courses unlock potential and ignite a spark for long‑term success. Our residential summer courses take place at some of the UK’s top boarding schools and university college campuses, including Eton College, Oxford University Colleges and Headington School. We carefully select our campuses to ensure that they provide the perfect environment for our students to live and study. Over 15,800 students from 152 nationalities have been welcomed to study with us to date. Whether it’s preparing for future studies, developing 21st‑century skills or building confidence, the knowledge gained on an SBC course allows students to go forward and apply what they have learnt to other areas of their education and beyond, giving them the necessary skills to achieve their future goals.

The EL Gazette publishes a league table based on British Council inspections, and SBC have been ranked Number 1 from 2018 to 2023. We are very proud of this achievement and will continue to grow and develop our courses to offer students extraordinary experiences. SBC is the only multi‑campus summer school provider in the UK to have achieved a perfect 15/15 areas of strength by the British Council. A true hallmark of educational quality.