Student Services & Social Programme Coordinator

Oxford International; England; Sur place; GBP 26 000 - 38 000; Plein temps

Résumé du poste

Oxford International is seeking a SS/SP Coordinator to lead student services, front-of-house operations and student welfare across the adult school. The role works with the Principal and Groups Coordinator to provide a safe, well-organised environment and an outstanding experience for all students, adult or junior, from enquiry to departure.

The post involves managing school operations, front desk, student support, finance liaison and developing a diverse social programme in line with best

Qualifications

• Eligibility to live and work in UK
• Enhanced DBS clearance
• Good numeracy and literacy skills
• Proficiency in Microsoft Office (Word & Excel) and IT applications
• Undergraduate degree (Desirable)
• Certified IT skills (Desirable)
• First aid-trained (Desirable)
• Fire Marshal Trained (Desirable)

Responsabilités

• Take hands-on responsibility in supporting and keeping the Principal informed on daily administrative operations of the school
• Regular liaison with Admissions, Accommodation, Finance and HR
• Support the smooth running of the school office and foster a friendly, supportive atmosphere
• Assist the Principal, academic team and office staff in developing the school and ensuring excellent customer service
• Communicate with the school team, internal departments and external service providers
• Ensure quality assurance, safe educational environment and UK Health & Safety compliance
• Lead front desk enquiries, welcome visitors and handle direct walk-in sales
• Maintain stock, order office supplies and prepare weekly meeting minutes
• Support student welfare, attendance and safeguarding procedures
• Process student payments, bookings and refunds with Finance
• Deliver excellent customer service and information about courses and travel
• Plan and deliver professional social programme for adult international students
• Maintain social programme noticeboard and promotional materials

Description du poste

Description

Job purpose To lead student services, front-of-house operations and student welfare across the adult school, and coordinate and run a diverse, engaging and profitable adult social programme.

The SS/SP Coordinator works closely with the Principal and Groups Coordinator to provide a safe, supportive, well-organised environment and an excellent experience for all students, whether adult or junior, from enquiry to departure.

Main Duties and Responsibilities

School Management Support

• Take hands-on responsibility in supporting and keeping the Principal informed on the daily administrative operations of the school, including hosting visitors, general site management, welfare & safeguarding, and maintaining the noticeboards as required
• Regular liaison with relevant administrative staff of internal departments such as Admissions, Accommodation, Finance, and HR as necessary
• With the rest of the school team, ensure the smooth running of the school office and contribute to the friendly and supportive atmosphere in the school for students and staff
• Support the Principal, academic team, and office staff in the continuous development of the school, ensuring excellent customer service and an outstanding student experience
• Communicate effectively through meetings, via email, or telephone with the school team, internal departments and external service providers or clients
• Support the Principal in ensuring overall quality assurance of the school, a safe educational environment, and compliance with accrediting body requirements and UK Health & Safety legislation

School Office/Reception

• Take lead responsibility for the front desk, deal with enquiries in person or by telephone/ email and give a warm welcome to visitors and students
• Act as ambassador for the school dealing with direct walk-in sales
• Keep track of stock, ordering office supplies, school stationery and other resources necessary for the work and efficient functioning of the school as advised
• Prepare the agenda for the weekly Office & Arrivals meeting, including arrivals lists, and produce meeting minutes & action points
• Ensure the reception area is clean, tidy, & welcoming at all times

Student support and administration

• Maintain a visible and approachable presence within the school, supporting student welfare, building positive relationships and encouraging students to engage fully with school life.
• Support student welfare and safeguarding procedures, escalating concerns promptly in line with school policy.
• Print student arrivals lists, welcome new students, & record the arrival of new students
• Inform Admissions and the school academic management of students who have not arrived
• Monitor student attendance and ensure the implementation of the school’s U18 & general attendance and absence policies, reporting serious concerns to the school senior management team
• Lead on maintaining accurate records of student data such as adult accommodation records
• Maintain up-to-date student files, including passport and visa information as required, and ensure student contact information is accurately recorded on the school database
• Help students to resolve problems, directing them to the relevant school staff as necessary
• Provide students with information on courses, payment, exams, local travel, doctor registration, bank accounts, etc.
• Prepare and issue student letters such attendance letters, enrolment letters, council tax, etc.
• Book departure transfers for students and ensure transfer information is issued in good time

Finance

• Liaise with Finance and Admissions over student payments, bookings, and refunds
• Keep track of and collect tuition and accommodation fees paid directly at the school
• Keep an accurate daily record of payments taken and make available to the Principal as necessary
• Record daily petty cash expenditure and make available to Principal as required
• Manage social programme payments, and record sundry payments on the school’s database

General

• Deliver excellent customer service at all times and contribute to a welcoming, supportive and student-focused school environment
• Keep updated and informed on all school products
• Provide information to prospective students, strive to sell and process direct course bookings, and ‘walk-ins’
• Organise trial lessons as required
• Provide emergency phone cover at weekends and evenings throughout the year as per the agreed schedule (approx. once per month)
• Prepare the emergency phone notes for weekends when not taking the phone
• Provide cover as required in the absence of the Principal or Groups Coordinator

Social Programme

• Plan, develop and deliver a professional, high-quality social programme for adult international students, in accordance with best practice guidelines and all relevant risk assessment procedures
• Research and incorporate relevant, engaging and culturally appropriate activities to maintain student interest and enhance the overall student experience
• Maximise student participation by proactively building rapport with all students, encouraging involvement, fostering a sense of community, and ensuring activities are inclusive and accessible to all
• Communicate effectively with students through face-to-face interactions, the school's communication platforms and approved social media channels to promote activities and encourage participation
• Manage the student WhatsApp group using the school's designated Social Programme phone, ensuring communications remain professional, informative and in line with school policies
• Monitor participation levels, student comments, feedback and social media engagement, responding appropriately and using insights gathered to continuously improve the programme
• Promote the social programme through creative and innovative marketing initiatives to maintain high levels of awareness, engagement and attendance
• Participate in the induction of new students, ensuring they receive comprehensive information about the social programme, activities, events and opportunities to participate
• Maintain and update the social programme noticeboard and promotional materials on a weekly basis, ensuring all information, schedules and posters are accurate, current and professionally displayed throughout the school

Person Specifications

Statutory requirements

• Eligibility to live and work in UK
• Enhanced DBS clearance

Qualifications

• Good numeracy and literacy skills
• Competence in Microsoft Office, particularly Word & Excel and other IT applications
• Undergraduate degree (Desirable)
• Certified IT skills (Desirable)
• First aid-trained (Desirable)
• Fire Marshal Trained (Desirable)

Experience and knowledge

• Experience of working in an office
• Experience of working in an administrative role
• Experience of working in customer facing role and of providing excellent customer service
• Experience of working with students from a diversity of cultures
• Managerial experience/ having specified accountabilities in an administrative context (Desirable)
• PA/Reception experience (Desirable)
• Worked in a student services role at a language school (Desirable)
• Previous experience of organising and leading social activities for groups of adults or young people (Desirable)
• Awareness of ‘things to do’ in London (Desirable)
• Safeguarding training (Desirable)

Skills and abilities

• Excellent written and verbal communication skills in English
• Exceptional organisational skills
• Ability to work without close supervision and to set own priorities
• Ability to deal professionally and courteously with clients at all times
• Strong and effective interpersonal skills and capable of building strong relationships and with a diverse set of stakeholders
• Knowledge of other languages (Desirable)
• Ability to meet agreed deadlines
• Ability to use initiative andjudgment to find solutions
• Ablity to follow and maintain rigorus processes and systems in order to maintain compliance with BC, ISI and UKVI regulations

Personal qualities

• A sympathetic approach to international students
• A positive, ‘can-do’ approach to work
• Adopts a collaborative approach to working
• Flexible and adaptable
• Responds positively to new challenges, seeking solutions
• Warm and welcoming personality and a good sense of humour
• Willing and interested in their own professional development and growing in the role

Disclaimer

This job description is provided as a guide to the role. It is not intended to be an exhaustive description of duties and responsibilities and may be subject to periodic revision.

Oxford International is committed to safeguarding and promoting the welfare of children and young people. All applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service and, where appropriate, online searches of publicly available information as part of our safer recruitment procedures.

Oxford International is an equal opportunity employer. Every applicant and employee has the same opportunities regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status.

We reserve the right to close this vacancy earlier than the advertised closing date should we receive a high volume of suitable applications. We therefore encourage interested candidates to apply as early as possible.

Oxford International Education Group is a renowned institution dedicated to providing exceptional educational experiences to international students. With a global presence and a commitment to academic excellence, we strive to empower students to achieve their full potential and thrive in a dynamic, interconnected world. We are proud of our culture and have recently been officially certified as a Great Place to Work ©!