Office Coordinator - Residential Summer School

Applicants with the appropriate legal status for employment in the European Union preferred
  • Deadline:
  • United Kingdom: Oxford, Bournemouth, Berkshire .
  • Summer Boarding Courses Ltd
  • Experience: 1 YEAR
  • Positions: 4
  • Short Term/Summer job, Residential

Job Summary

Summer Boarding Courses is looking for an organised and effective Summer School Office Coordinator to oversee the smooth running of the office at our Summer Schools in Oxford, Bournemouth and Berkshire from July to end of August 2020.

SBC is the first and only multicentre summer school provider to be awarded 15 out of 15 areas of strength in a British Council inspection, making us one of the foremost course providers in the UK.

Salary is from £600 per week

Details of Position

The Office Coordinator oversees the summer school office, which incorporates all of the behind the scenes administration necessary for the smooth running of the summer programme. In order to successfully manage the office, the Office Coordinator will work closely with the rest of the management team and staff, and so communication and organisation are key.

Responsibilities include: working closely with the Head Office team and acting as a point of contact for the summer school and parents; preparing for all student arrivals and departures; reporting on the school finances to the Head Office Finance Team; co-ordinating all off-site logistics as set in place by Head Office, including English Plus and excursions; liaising with House Parents and the Summer School Director on accommodation lists and arrivals and departures. In addition, the Office Coordinator will liaise with and assist the Transfer Managers to ensure the successful organisation of all airport transfers.

Hours of Work
The Office Coordinator works six days out of seven and receive one full day off per week. As the Office Coordinators main responsibilities lie with contributing to the day to day running of the school, the Office Coordinator will be expected to be aware of all aspects of the running the summer school.

Main Duties
The Office Coordinator is responsible to the Summer School Director and will:
Attend pre-course SBC Management Training
Work closely and effectively with the other members of the summer school management team
Take a lead role in managing the vibrant summer school office
Act as the main point of the contact with Head Office, communicating effectively with the school liaison
Communicate with parents both over the phone and face-to-face in a friendly and professional manner, handling any enquiries and requests efficiently
Prepare for and oversee all student arrivals
Check in and welcome students and their families to the school
Work closely with the Transfer Manager on airport transfers and ensure all staff are fully briefed
Deal sensitively with student and parent enquires
Organise off-site evening activity trips and off-site English Plus activities
Prepare student and group lists for all off-site activities and excursions
Collate information for all trips and excursions, and brief Activity Leaders and Teachers
Ensure that coach companies and excursion locations have confirmed numbers and timings
Prepare the daily accounts and ensure financial records are maintained
Assist House Parents with student pocket money if required
Assist with staff supervision of students during meal and break times
Other Duties
Assist with house duties if required
Assist with welfare and pastoral duties if required
Supervise day excursions if required
Conduct staff appraisals if required
Give post-course management feedback on staff and other elements of the course
Have an awareness of all aspects of the management of the centre

Previous experience of working at a residential summer school
Experience of organising excursions, events or other logistical operations
Strong administrative skills, including Microsoft Excel (certain role-specific skills training will also be offered)

All members of staff employed by SBC to work at the summer school will be expected to bring certain key qualities to the operation. Generally, there must be a real interest in working with children and in particular a strong empathy for working with international children. In general terms we look for staff to be:

We expect all staff to be able to communicate effectively with our students, using an appropriate level of language to suit the group. We expect staff to be able to take control of students and to be authoritative if necessary.
The safety and welfare of our students is of paramount importance at all times and this should therefore be the priority of all staff, with particular thought and attention paid to managing the children when off-site, often in busy public places.
Although the Office Coordinator role has a mainly administrative focus, there will be involvement with student activities in both a supervisory and a supportive capacity. Staff must be friendly and must demonstrate a genuine ability and interest in engaging with the children at all times. They must be helpful, will undoubtedly be required to be flexible and will most certainly require a good sense of fun!


Proven previous experience of working in a residential UK summer school is essential.

Applicants with experience of the behind the scenes administration of a residential course will be greatly preferred.

Salary and Benefits

Please note contract dates will vary slightly based on the individual contract.
Management training: 3 days from 17th-19th June 2020.
Contract dates will commence from the end of June and run for the course duration

Salary is from £600* per week
*experience and school depending

Fully paid DBS check
Experienced and supportive Head Office team
Paid Pre-summer Management training
Online safeguarding and working with international children training
Extensive on-site training for their staff team prior to student arrival
Professional, fun and supportive environment

Due to the anticipated level of interest in the role, applicants successful for interview will be contacted. If you do not receive a reply within a week of applying, applications can be considered unsuccessful. Thank you for your understanding.

We will require the details of two recent and relevant referees who we will contact.
Any gaps in your CV will be enquired about and must be explained satisfactorily.
You will be required to undergo a Disclosure and Barring Service check (previously called a Criminal Records Bureau check), and equivalent if living outside the UK, and you will be asked to sign the Children Act 1989 declaration safeguarding the welfare of children, and state that you have no known reason why you cannot work with children.
Official identification and certificates (either originals or certified copies) will be required for our records.

Summer Boarding Courses is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. We have a comprehensive Child Protection Policy and procedures in place which all employees, volunteers and contractors are expected to adhere to.

*Further details of additional allowances and benefits and details of how SBC deals with holiday entitled will be provided at job offer.

Please note we can only consider applicants who are already eligible to work in the United Kingdom.

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