Field Trip and Excursion Risk Management Officer

Key accountability (Main purpose of this job):

The Field Trip and Excursion Risk Management Officer is responsible for ensuring standard operating procedures (SOP) for the following off campus trips are developed, implemented, monitored and evaluated for continual improvement.

• Singapore Field Trips: Single daytrips that occur off campus in Singapore. For example, trips to museums and exhibitions, Open Minds, days trips as part of excursion offerings
• Walking Field trips: Trips off campus that are within walking distance of the CIS campus like the local wet market or Chinese Garden
• Overseas Field Trips: Multi-daytrips that fulfil curriculum requirements such as the DP Geography and ESS field trip and participation in overseas festivals/events.
• Excursions: Multi-day, local, regional or global residential trips that involve overnight stays.

The Field Trip and Excursion Risk Management Officer ensures all trips prioritize student safety, risk management, and compliance with school policies and international safety standards. They work closely with trip leaders, division principals and vice-principals, International SOS, excursion providers and other stakeholders to ensure a well-managed trip experience that meets the safety expectations of the CIS community. This role may also need to work weekends, public holidays and after school hours in the event of emergency situations.

Responsibilities (Key areas of Responsibilities):

Trip Planning & Coordination

• Ensure that principals, vice-principals, trip leaders and teachers are aware of the standard operating procedures and processes.
• In collaboration with principals and vice-principals review and make decisions on service providers
• Support principals, vice-principals and trip leaders with parent and student education sessions

Risk Assessment & Compliance

• Create and implement a dynamic and standardised risk assessment planning document and emergency operating procedures (EOP) that is informed by ISOS, provider, site visits, SOP and needs of students. Monitor and review for continual improvement.
• Audit risk assessment processes on site and SOP implementation to ensure that they are being adhered to.
• Build a strong partnership with ISOS and the school regarding communication, dynamic response protocols, and clarification of respective roles and responsibilities
• Keep up to date with global travel advisories, health and safety regulations, and insurance requirements.
• Create a systematic annual training programme that can be tracked and monitored for administrators in charge, trip leaders, and nurses in charge of risk assessment.

Operational Oversight & Safety Management

• Provide training and guidance to trip leaders on safety protocols, risk mitigation, and emergency response.
• Develop and implement incident reporting protocols
• Ensure all necessary permissions, medical information, and documentation are collected and verified before trips.
• Create sharing protocols that respect data privacy but do not restrict those that need access to accurate health information for students

Post-Trip Review & Continuous Improvement

• Conduct post-trip debriefs with trip leaders and divisional administration to assess the success and areas for improvement.
• Continuously improve trip processes, procedures, and policies based on feedback and best practices.

Document Management & Tracking:

• Set up and maintain the Master Excursion shared drive and the Master Pax Data spreadsheet.
• Set up and maintain grade level shared drive folders with destination-specific documentation, spreadsheets, and information, accessible to relevant staff.
• Create and manage electronic Parent Pack envelopes for each grade.
• Create and manage a tracking document for changes/issues, ensuring accurate information.
• Track and ensure collection of all required student documents/forms/information (e.g., SGAC).
• Collate and organize confirmed student data for invoicing, maintaining a tracking document for changes/cancellations, and sharing with Finance and Sr. Admin Exec.
• Maintain up-to-date forms, procedures, and flowcharts.
• Ensure all excursion documents are updated and streamlined across divisions (including My.CIS excursion pages, parent presentation templates, electronic forms).

Communication and Liaison with Stakeholders:

• Define spreadsheet information requirements for each trip with GLL/Divisional Admin/provider.
• Forecast trip costs (nursing, first aid, iSOS, insurance) with Finance, Health Lead, and Senior Admin Exec.
• Determine visa requirements and vaccination needs (iSOS via Senior Admin Exec) and update related documents/My.CIS.
• Update excursion documents (parent letters, consent forms, My.CIS page) with relevant information (cost, dates, times, contacts) with divisional teams (Finance, Communications, GLLs, Divisional Admin).
• Collate staff wellbeing and travel information (with Divisional Admin/HR/Health Lead) and maintain staff first aid certifications and database (with Health Lead).
• Collect student names & codes for insurance with Senior Admin Exec.
• Share non-attending student details with the divisional office.
• Send timeline reminders & change notifications to relevant staff (Divisional Admin/GLL/Health Lead/Finance/Senior Admin Exec).
• Prepare grade level advisories with GLL/Divisional Admin and Communications.
• Prepare and update reflection forms (student & staff) with GLL/Trip Leader.
• Manage dedicated my.CIS Excursion pages (create, curate, populate, and maintain with Communications) including daily updates (ensuring staff access), trip summaries (with GLL/Divisional Admin)
• Create a data analysis table for Senior Leadership.
• Confirm excursion information deletion clearance before clearing drives of personal information (health, passports, SG immigration).
• Provide input on Parent Information Night dates and expected administrative timelines.

Requirements:

• Certification in Education, Outdoor Education, Risk Management, or a related field.
• Experience in an international school or similar setting preferred
• Strong knowledge of risk assessment, health and safety compliance, and emergency response planning.
• Familiarity with international travel protocols, insurance policies, and global risk management services (e.g., International SOS).
• Excellent organizational, problem-solving, and leadership skills.
• Strong communication and interpersonal skills to collaborate with diverse stakeholders.
• Ability to work under pressure, manage multiple tasks, and respond effectively in emergencies.

Preferred Skills and Certifications:

• First Aid or equivalent safety training.
• Life saving certification.
• Certified in risk assessment and safety management.
• Experience working in an international school environment.
• Proficiency in Chinese is an advantage to speak to Chinese families