Summer School Programme Coordinator

Academy Royale International: Summer; Cambridge; On-site; GBP 18,000 - 26,000; Full time

Benefits offered by this job

Paid training

Residential options in Cambridge

Job summary

Academy Royale International (ARI) seeks Programme Coordinators to ensure smooth on-campus operations for our international summer programmes at Oxford and Cambridge. You will handle planning, rooming, contractor coordination, medical records, and welfare support, reporting to the Programme Director.

This role requires an organised, proactive candidate with strong communication and team leadership skills. Responsibilities include coordinating events, managing logistics for workshops and

Qualifications

• Essential: university degree or equivalent experience in administration or event management.
• Clear spoken and written English for interacting with Head Office, venues and parents.
• Desirable: experience of event management or educational administration; leading or directing others; IT proficiency.

Responsibilities

• Plan ahead for timetable gaps, first days and events, and prepare teams and arrangements.
• Run campus administration including room lists, records, attendance, inbox and systems setup for sign-off.
• Coordinate contractors and excursions and arrange on-campus logistics for sessions and guest speakers.
• Keep medical and welfare records and act as first aid Appointed Person with Welfare Officer support.
• Deliver events and logistics for Arrival Day, Graduation and departures and coordinate student movement.
• Maintain finance logs, receipts and petty cash for Programme Director approval.
• Lead the Administrators and provide training and supervision on campus.

Skills

Forward planning

Attention to detail

Clear communication

Team leadership

Data handling

Education

University degree or equivalent

Tools

Student management systems

Job description

About Academy Royale International

Academy Royale International (ARI) runs award-winning academic summer schools for students aged 10 to 18. Since 2004, more than 50,000 students from over 175 nations have studied with us, living and learning on campus at colleges of the University of Oxford and the University of Cambridge, and at Marlborough College.

Our students go deeper into subjects they love, from medicine, law and engineering to artificial intelligence, business and English language, in discussion-led classes with expert tutors. They leave with new friends from around the world, a clearer sense of where they are heading and the confidence to get there.

We hold the 2024 King's Award for Enterprise for International Trade and have won three Queen’s Awards for Enterprise. We are accredited by the British Accreditation Council and the British Council, and hold a RoSPA Gold Award for student safety.

The role

Programme Coordinators plan tomorrow so the Programme Director can manage today. You complete the planning and administration that keep a campus running, from room lists to contractors, arrivals and medical records, and you lead the Campus Office and Administrators day to day.

You prepare the work and the options, and the Programme Director makes and approves the decisions. It is a role for an organised, forward-thinking person who wants real responsibility on a busy summer programme for students from around the world.

What you will do

• Plan ahead. Look ahead for timetable gaps, the first days of each programme and the next big event, and prepare teams and arrangements.
• Run campus administration. Complete room lists, records, absence follow-up, the campus inbox and systems set-up, for Programme Director sign-off.
• Coordinate contractors and excursions. Plan the logistics for workshops and guest speakers, and the on-campus arrangements for excursions that Head Office plans and books.
• Keep medical and welfare records. Act as first aid Appointed Person, keep the medication log and medical binder up to date, and arrange care for students who are unwell, with Welfare Officer support.
• Deliver events and logistics. Prepare Arrival Day, parties, Graduation and departures, and coordinate student movement between venues.
• Keep finance logs. Complete card and petty cash logs, receipts and the safe deposit log, for Programme Director approval.
• Lead the Administrators. Direct, train and support the Administrators on campus.

What you will bring

• Forward planning: you spot gaps before they become problems.
• Accurate, organised handling of detailed administration, records and personal data.
• Comfort preparing work and options for others to decide, and a clear sense of where administration ends and management begins.
• Clear, professional communication with Head Office, contractors, venue staff and parents.
• The ability to direct, train and support a colleague day to day.
• Calm, methodical handling of sensitive information, including medical and financial records.
• The ability to manage many deadlines at once and adapt when plans change.
• A clear commitment to safeguarding and to ARI's values.

Essential

• A university degree, or equivalent experience in administration or event management.
• Clear spoken and written English, because you will deal with Head Office, contractors, venues and parents, and keep accurate records.

Desirable

• Experience of event management or educational administration.
• Experience of leading or directing others.
• Confident use of IT and student management systems.

Position details

• Location: Oxford or Cambridge, on campus at university colleges. The Oxford role is non-residential; residential places are available in Cambridge.
• Dates: Oxford: 4 to 17 July, 18 to 31 July and 1 to 14 August 2027. Cambridge: 4 to 17 July and 18 to 31 July 2027. Training and set-up days come before students arrive.
• Hours: 60 hours a week across 6 days. Rostered duties may include evenings, nights and on-call cover, set by the Programme Director.
• Contract: Fixed term.
• Pay: £16.00 an hour (£1,920 per two-week session), plus holiday pay.
• Pre-summer work: All Programme Coordinators complete pre-summer preparation work before students arrive. Dates and pay to be confirmed.
• Training: Paid training before the summer, including online safeguarding training and in-person first aid training, then induction and campus set-up before students arrive. Dates confirmed at offer.
• Reports to: Line managed by the Programme Director. You direct the Administrators.

Why join us

• Inspiring places. You work on campus at world-renowned universities and leading schools, and represent ARI in these settings every day.
• An international community. Every summer brings together students and staff from many nationalities and backgrounds. Many students return year after year, and some go on to join our teams.
• Training that sets you up to succeed. Every role receives online and in-person training before the summer, and development continues throughout the programme, with regular feedback from your Programme Director.
• A team that has your back. We give and receive feedback, celebrate success together and always put the student experience first.
• Responsibility that counts. Every role, from Counsellor to Programme Director, makes a real difference to young people’s safety, wellbeing and ambitions.

Our mission and values

Our aim is to give every student an extraordinary experience. Everything we do is built on Safe, Happy and Learning: we keep students safe, help them make lasting friendships and give them high-quality, challenging learning. We look for people who share our four values: Responsible, Informed, Personable and Positive.

Safeguarding and equal opportunities

ARI is committed to safeguarding and promoting the welfare of children and young people, and expects every member of staff to share this commitment. This role involves regulated activity with children and is exempt from the Rehabilitation of Offenders Act 1974, so some spent convictions and cautions must be declared. Appointment is subject to an enhanced DBS check including the Children's Barred List, satisfactory references and proof of the right to work in the UK, which we check for every successful applicant.

We are an equal-opportunity employer committed to equality, diversity and inclusion, and we welcome applications from people of all backgrounds.