Administrator – Educational Visits

KINGS COLLEGE SCHOOL

Required from: September 2023

Salary: £14,277 – £19,988 (20 – 28 hours per week) PLUS excellent benefits, including contributory pension scheme, health benefits and free gym membership

We are seeking to appoint an administrator to support the smooth running of the school’s programme of educational visits in both the junior and senior schools, and to assist with arrangements and administration of other school events.

Duties will include:

Educational Visits

• Supporting EVCs with forward planning in relation to the calendar of educational visits and trips
• Preparing, authorising and distributing of letters to parents regarding educational visits Collating information from parents in a timely way (consent forms, medical information, consent forms for specific activities)
• Organising filing and storage of relevant trip materials
• Collating and preparing trip packs for trip leaders
• Supporting trip leaders with the process of trip approval (currently via the MYA system)
• Organising and administering of training relating to educational visits, including maintenance of training records
• Organising information evenings or events relating to educational visits
• Organising pre-trip briefings between trip leaders and safeguarding lead and medical team and record that these have taken place
• Supporting trip leaders and the EVC with in liaising with travel companies and agencies as required, including making bookings or confirming arrangements
• Liaising with the accounts department and trip leaders on arrangements linked to budgeting and charges to parents
• Supporting trip leaders with the creation of trip itineraries, including both outbound and return legs of exchanges
• Working with trip leaders and the finance department, collate expenses and receipt related to educational visits With EVCs, overseeing information collated on the school’s SharePoint site relating to educational visits
• Providing administrative support to EVCs for the updating of school policies as relevant
• Supporting the collation of regular feedback from all stakeholders to support improvement of processes relating to educational visits and trips, including trip reports

General administration and support for departments

• Collating assessment evidence for contingency and predicted grade purposes (e.g. scanning, digital filing and record-keeping)
• Supporting calendar management e.g. scheduling learning walks, probation, review and other meetings; adding events to KIM as required
• Supporting departmental arrangements for interview days (e.g. arranging tour guides, supporting arrangements for lesson observations)
• Supporting with record-keeping of pupil and parent communications (via secure notes)
• Coordinating and communicating with third parties as needed e.g. with external speakers for talks and lectures
• Providing coursework and other external assessment administration (e.g. digital filing and record-keeping), and well as administration support for internal exams and assessments as needed
• Coordinating departmental administration to support pupils’ higher education applications (e.g. 1:1 meetings, personal statement support, mock interviews)

The ideal candidate will have experience of working as an administrator, ideally within an educational environment, be a confident, assured communicator, both in written and verbal form, and be able to demonstrate excellent IT skills (MS Office). They will be well organised, able to juggle tasks simultaneously without losing attention to detail, be comfortable working in a busy environment and have the ability to build strong relationships at all levels

King’s is one of the most successful schools in the world, with outstanding academic results, first-class pastoral care and a vibrant co-curriculum. Overlooking Wimbledon Common, the school is situated in one of the most attractive parts of south east England and benefits from exceptional grounds and facilities.

To apply for this role, please register your details online via our website (under useful information / career opportunities). Once you have registered your details with us, you can apply for vacancies by logging into the candidate area using your email address and chosen password. Please include a covering letter with your application.

Closing date: Thursday 22 nd June 2023 at 9am.

Interviews: Tuesday 27 th June 2023.

Interviews may be staged and we may choose to appoint at any time during the application process.

King’s is fully committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment. Any offer of employment will be subject to the receipt of an enhanced DBS check, satisfactory references and medical clearance. At King’s we embrace inclusion and fairness in the workplace: diversity is to be celebrated and as such we strive towards a fully immersive culture of inclusion, diversity and equality.