Operations Coordinator

Southbourne School of English Limited; Lower Blandford St Mary; On-site; GBP 22,000 - 30,000; Full time

Job summary

Southbourne School of English Limited in the United Kingdom seeks an organised professional to manage client services, coordinate year-round activities and group logistics, and support safeguarding and accreditation processes. You will work across welfare, accommodation and academic teams to ensure a high standard of student experience and partner relations.

The role involves planning activities, coordinating transport, managing staff, and contributing to policy compliance and documentation for

Responsibilities

• Maintaining positive working relationships with agents, group leaders, students, host families and other partners.
• Ensuring agents and group leaders receive a professional and welcoming service.
• Coordinating arrangements for visiting groups and pay particular attention to the needs of key partners.
• Responding to operational queries and ensuring relevant information is communicated clearly and promptly.
• Running group leader meetings.
• Assisting with arrangements for agent visits and familiarisation visits.
• Working with the academic, accommodation, marketing and front-office teams to resolve issues and provide a positive experience for students and partners.
• Planning, organisation and delivery of the school's activities and excursions programmes throughout the year.
• Coordinating activities for year-round students, summer programmes, visiting groups and mini-stays.
• Overseeing all daytime activities, excursions and evening activities at the school and off-site.
• Ensuring that activities are properly organised, appropriately staffed in accordance with British Council requirements, and delivered to a high standard.
• Preparing activity schedules, making bookings, checking equipment and supplies.
• Monitoring the quality of activities and feedback.
• Dealing with areas identified as needing improvement.
• Ensuring staff have the information, resources and support they need to carry out their responsibilities.
• Ensuring registers are completed and transferred to computer, all records and schedules are accurate.
• Purchasing supplies for activities as necessary.
• Promoting activity programme to students.
• Producing posters and updating noticeboards in school.
• Handling and recording money received from activities.
• Issuing money for buses, train tickets to activity staff.
• Reconciling petty cash log and money taken with Managing Director on weekly basis.
• Ensuing timesheets for activity staff are given to the wages manager each week.
• Reviewing and updating risk assessments annually.
• Having the activities telephone.
• Booking transport required including coaches, minibuses, taxis and other transport providers, for excursions, activities, group arrivals and departures, and other school requirements.
• Coordinating all student and group arrival and departure arrangements throughout the year, ensuring that timings, transport and staffing are organised.
• Liaising with transport companies, agents, group leaders and school staff to ensure arrangements run smoothly.
• Coordinating excursion departures, ensuring students and staff are ready, and transport is available at the correct time.
• Dealing efficiently with transport changes, delays and unexpected problems.
• Recruiting and employing new activity staff.
• Checking references and undertaking DBS checks for activity staff.
• Issuing contracts of employment to staff.
• Maintaining accurate and up-to-date staff records, employment documentation and training records
• Preparing and updating activity staff handbooks.
• Training activity staff for their roles.
• Handling confidential staff information professionally and appropriately.
• Familiarizing self with and following school policies and risk assessments.
• Following the Safeguarding Policy (Child Protection Policy, Social Contact with Minors Policy,Child Sexual Exploitation Policy and PREVENT policy form part of the Safeguarding Policy).
• Working with school's Welfare and Accommodation Officers to ensure students receive appropriate care and support when identified.
• Reporting any safeguarding concerns promptly to DSL.
• Training and ensuring activity staff understand and follow the relevant student welfare and safeguarding procedures.
• Following the school’s procedures for dealing with incidents, concerns and emergencies.
• Assisting with preparations for Accreditation UK and IALC inspections.
• Organising and maintaining the documentation, records and evidence required for inspections and accreditation.
• Liaising with relevant staff to ensure information is accurate, complete and submitted on time.
• Implementing agreed actions or improvements following inspections and reviews.
• Identifying opportunities to improve procedures and maintain high standards across the school.
• Maintaining the school's reputation for good organisation, communication and student care.
• Helping with routine office duties as required - answering the telephone, etc
• Attending meetings and courses when required
• Holding the emergency phone, weekend group arrival and departure on a rota with Accommodation and Welfare Staff.
• Setting professional example through behaviour and dress
• Any other reasonable duties as outlined by the Managing Director

Job description

Responsible to: Paul Gallina, Managing Director

Job responsibilities:

Client Services

• Maintaining positive working relationships with agents, group leaders, students, host families and other partners.
• Ensuring agents and group leaders receive a professional and welcoming service.
• Coordinating arrangements for visiting groups and pay particular attention to the needs of key partners.
• Responding to operational queries and ensuring relevant information is communicated clearly and promptly.
• Running group leader meetings.
• Assisting with arrangements for agent visits and familiarisation visits.
• Working with the academic, accommodation, marketing and front-office teams to resolve issues and provide a positive experience for students and partners.

Activities Programme

• Responsibility for the planning, organisation and delivery of the school's activities and excursions programmes throughout the year.
• Coordinating activities for year-round students, summer programmes, visiting groups and mini-stays.
• Overseeing all daytime activities, excursions and evening activities at the school and off-site.
• Ensuring that activities are properly organised, appropriately staffed in accordance with British Council requirements, and delivered to a high standard.
• Preparing activity schedules, making bookings, checking equipment and supplies.
• Monitoring the quality of activities and feedback.
• Dealing with areas identified as needing improvement.
• Ensuring staff have the information, resources and support they need to carry out their responsibilities.
• Ensuring registers are completed and transferred to computer, all records and schedules are accurate.
• Purchasing supplies for activities as necessary.
• Promoting activity programme to students.
• Producing posters and updating noticeboards in school.
• Handling and recording money received from activities.
• Issuing money for buses, train tickets to activity staff.
• Reconciling petty cash log and money taken with Managing Director on weekly basis.
• Ensuing timesheets for activity staff are given to the wages manager each week.
• Reviewing and updating risk assessments annually.
• Having the activities telephone.

Activities Programme

• Responsibility for the planning, organisation and delivery of the school's activities and excursions programmes throughout the year.
• Coordinating activities for year-round students, summer programmes, visiting groups and mini-stays.
• Overseeing all daytime activities, excursions and evening activities at the school and off-site.
• Ensuring that activities are properly organised, appropriately staffed in accordance with British Council requirements, and delivered to a high standard.
• Preparing activity schedules, making bookings, checking equipment and supplies.
• Monitoring the quality of activities and feedback.
• Dealing with areas identified as needing improvement.
• Ensuring staff have the information, resources and support they need to carry out their responsibilities.
• Ensuring registers are completed and transferred to computer, all records and schedules are accurate.
• Purchasing supplies for activities as necessary.
• Promoting activity programme to students.
• Producing posters and updating noticeboards in school.
• Handling and recording money received from activities.
• Issuing money for buses, train tickets to activity staff.
• Reconciling petty cash log and money taken with Managing Director on weekly basis.
• Ensuing timesheets for activity staff are given to the wages manager each week.
• Reviewing and updating risk assessments annually.
• Having the activities telephone.

Transport and group logistics

• Booking transport required including coaches, minibuses, taxis and other transport providers, for excursions, activities, group arrivals and departures, and other school requirements.
• Coordinating all student and group arrival and departure arrangements throughout the year, ensuring that timings, transport and staffing are organised.
• Liaising with transport companies, agents, group leaders and school staff to ensure arrangements run smoothly.
• Coordinating excursion departures, ensuring students and staff are ready, and transport is available at the correct time.
• Dealing efficiently with transport changes, delays and unexpected problems.

Human Resources and Staff Employment

• Recruiting and employing new activity staff.
• Checking references and undertaking DBS checks for activity staff.
• Issuing contracts of employment to staff.
• Maintaining accurate and up-to-date staff records, employment documentation and training records
• Preparing and updating activity staff handbooks.
• Training activity staff for their roles.
• Handling confidential staff information professionally and appropriately.

Student Welfare and Safeguarding

• Familiarizing self with and following school policies and risk assessments.
• Following the Safeguarding Policy (Child Protection Policy, Social Contact with Minors Policy,Child Sexual Exploitation Policy and PREVENT policy form part of the Safeguarding Policy).
• Working with school's Welfare and Accommodation Officers to ensure students receive appropriate care and support when identified.
• Reporting any safeguarding concerns promptly to DSL.
• Training and ensuring activity staff understand and follow the relevant student welfare and safeguarding procedures.
• Following the school’s procedures for dealing with incidents, concerns and emergencies.

Accreditation and Quality Assurance

• Assisting with preparations for Accreditation UK and IALC inspections.
• Organising and maintaining the documentation, records and evidence required for inspections and accreditation.
• Liaising with relevant staff to ensure information is accurate, complete and submitted on time.
• Implementing agreed actions or improvements following inspections and reviews.

Other

• Identifying opportunities to improve procedures and maintain high standards across the school.
• Maintaining the school's reputation for good organisation, communication and student care.
• Helping with routine office duties as required - answering the telephone, etc
• Attending meetings and courses when required
• Holding the emergency phone, weekend group arrival and departure on a rota with Accommodation and Welfare Staff.
• Setting professional example through behaviour and dress
• Any other reasonable duties as outlined by the Managing Director