School Administrator

Job Description

Job Title Educational Visits and Enrichment Administrator

Reporting to Educational Visits Coordinator

Contract Type Permanent – 38 weeks

Hours 23 hours per week (Monday to Wednesday 9am – 4pm with a 30-minute unpaid lunch. Friday 9am – 12.30pm). These are illustrative hours and days of the week and can be flexible for the right candidate.

Salary BR6 Salary scale £27,262 - £29,900 (Actual Pro-rata salary £14,563). The annualised salary is paid in 12 monthly instalments

Holiday: To be taken during school holidays.

Core purpose:

To be responsible for the effective organisation of all visits and trips at Bullers Wood for Boys and comply fully with the Trust’s financial procedures. To develop the EV administration process to ensure we secure maximum efficiencies of new technologies.

Visits and Trips Co-ordinator

1. Organising the trip

Liaise with school staff to ascertain what visits and trips to and from the school are to be made.

Obtain comparable quotes for travel etc. and cost the visit per student (where overall cost is over £5000).

Ensure the relevant visit form is completed with the appropriate signatures of authorisation for the visit/trip to go ahead, including governor approval, where appropriate.

Ensure adequate insurance is in place.

Prepare letters for parents and pass to Headteacher’s PA for Heads approval. Arrange for distribution of letters via School Gateway. No letter should be published to parents unless a PO has been raised and signed off by appropriate staff.

Manage receipt of initial interest/payments via School Gateway, remind and chase defaulters.

Ensure parents/carers are aware of any documents that students will require prior to travelling (valid passport, visas, cards etc).

Record names and payments from students attending.

Keep updated information on all details relevant to the trip, including itineraries and meeting times and points.

Ensure that Head of Year, Special Education Needs department and Principal First Aider are provided with lists of participating students for all trips to ensure suitability.

Keep an updated list of all students on the ‘Banned Trip List’.

Maintain records and prepare lists of students attending trips and not attending and ensure appropriate staff are informed (including the individual school office).

Responsibility for dealing with correspondence from parents.

Make EVC aware of any problems or issues concerning the efficient running of Trips and Visits and discuss and implement resolution of such issues.

Take mini bus bookings and maintain and update the system. Send out six monthly reminders to those staff that have authorisation to drive the minibus to provide a licence check code.

2. Before departure

Ensure all students participating in overseas and overnight trips have copies of the Code of Conduct. Post list of students taking part on the trip on the VLE and provide the trip leader with student emergency contact details. Ensure mobile phone(s) are booked out for the trips and have sufficient credit

Liaise with the school office about the provision of essential supplies for visits such as First Aid kits.

3. Health and Safety

Ensure all adults accompanying trips have been cleared by the Disclosure and Barring Service (DBS)

Ensure the trip leader has agreed that all appropriate risk assessments are undertaken.

Ensure compliance with DfE guidance on school visits.

4. Financial arrangements

Receive 3 quotes for visits over £5000 and complete the appropriate quote comparison form

Raise orders and book coaches, hotels, activities as appropriate.

Maintain accurate and appropriate financial records and accounts via School Gateway, chasing students where necessary.

Liaise with the EVA where appropriate regarding remission of costs.

Deal sympathetically with low income families by organising suitable, realistic payment plans in liaison with the appropriate member of staff.

Organise ordering of foreign currency.

5. Medical and Emergency

Requirements

Ensure the Principal First Aider is aware of trips and ask Trip Leader and First Aider to liaise accordingly.

For specific medical conditions, ensure insurance requirements are satisfied.

Ensure that parents provide the School with any updates with regard to contact details. Provide report of details to Trip Leader and SLT contact (run from SIMS)

For overseas/overnight visits, complete an Emergency Contact Information sheet. Copies should be retained by the trip’s leader and SLT contacts.

For overseas/overnight visits, provide the member of staff leading the party with a copy of the appropriate travel insurance policy.

Guide and support inexperienced staff on Trips and Visits procedures.

Keep abreast of any changes to legislation in order to ensure that Trips and Visits are fully compliant.

Assist in school inset days for training of party leaders for Trips and Visits.

Other:

Be proactive in identifying and determining own continuing professional development needs.

Assist in ensuring health & safety in the workplace.

Any other duties that may be reasonably required by the School or Trust Leadership.

Uphold the ethos and policies of the school, including the commitment to safeguarding and promoting the welfare of children and young people.

Knowledge of School COMMS desirable.

This job description is not necessarily a comprehensive definition of the post. It may be subject to modification or amendment at any time after consultation with the post holder.