School Trips Coordinator and Administration Assistant

Job Title: School Trips Coordinator and Administrative Assistant

Location: The Saint John Henry Newman School, Stevenage, Hertfordshire

Employment Type: Part-Time

The Saint John Henry Newman Catholic School is a very distinctive community which unequivocally works to be a living Christian community in which each child and young adult is known and loved for who they are. We want our pupils and students to enjoy their education – to be happy, safe and secure and to grow in God’s love so that when they leave the school, they are equipped to change the world and make it a better place. 

Position Summary:

We are looking for a proactive and detail-oriented School Trips Coordinator and Administrative Assistant to manage the coordination of all school trips and provide essential support to various administrative team. The ideal candidate will have experience in an administrative role, excellent communication skills and the ability to work effectively within a team.

School Trip Duties:

2.1  To be responsible for the administration of all residential and days trips.

2.2  Coordinate with trip leaders to ensure school trips, including those for the Sixth Form, run smoothly and comply with requirements.

2.3  To assist trip leaders with the organisation of school trips, making bookings with travel agents and arranging transport, venues and accommodation as required.

2.4  To ensure that school trips are accurately costed and remain cost-effective

for both parents and the school.

2.5  To work in partnership with the Finance team to ensure invoices are paid in a timely manner once payments from students are received

2.6  To monitor income and expenditure to ensure each trip remains within budget

2.7  To draft and issue parental communications regarding trips in liaison with the trip leader, responding to queries raised.

2.8  To track and collate parental payments and consent, following up on outstanding payments and setting up payment plans where required.

2.9  To assist with the organisation of the school’s annual enrichment week activities

2.10 To keep up-to-date with school trip best practice and legislation, ensuring adherence to health and safety and safeguarding requirements

2.11 To maintain computerised and paper records in an orderly fashion with structured filing systems

2.12 Provide reports on trip finances and participation to SLT and Governors.

2.13 To become confident and familiar with the school's administrative systems for effective communication within the school.

2.14 To provide support to the trip leaders in using the Edutrip system, liaising with the software provider to ensure that the system runs efficiently. Maintain the system ensuring that all staff have accounts as required.

2.15 Prepare travel packs, including administrative and medical information and risk assessments, for trip leaders.

Administrative Duties:

2.16 Perform general administrative tasks like filing and photocopying.

2.17 Manage manual and computerised records, ensuring accuracy in information systems.

2.18 Lead school communication by sending out parent mails and other notices via Arbor, as directed

2.19 Lead for all Arbor queries, from Parents, Students and Staff.

2.20 Complete any additional tasks as assigned by the Office, Admissions and Senior Leadership Team (SLT).

2.21 Ad-hoc support for other administrative departments, including Admissions and Events when needed throughout the academic year.

2.22 Coordinate Student interventions for Maths and English on a yearly basis.

2.23 Follow all school policies while carrying out duties.

First Aid:

2.24 To be first aid trained and be prepared to provide emergency first aid to students, staff and visitors as necessary.

Safeguarding

Our school is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. Therefore, the position is subject to safeguarding checks that will include the receipt of satisfactory references and an enhanced DBS check. 

Following the shortlisting stage, and prior to making a final decision, the School will collect and process information publicly available about you by conducting a brief online search using an internet search engine. We do this to ensure that the school acts in accordance with its obligations set out in Keeping Children Safe in Education.