Operations Administrator
Cargilfield School
Edinburgh, City of
- £30,000 - £35,000 per year
- New
- Quick apply
- Job type:
- Full Time, Permanent
- Start date:
- ASAP
- Apply by:
- 28 October 2024
Job overview
Cargilfield is a leading independent IAPS preparatory school in Edinburgh for boys and girls aged 3 to 13.
We are looking for a dynamic and proactive Operations Administrator to join our team, working closely with the Bursar and other staff to provide efficient, cost-effective solutions while maintaining exceptional service standards within the Cargilfield community. The successful candidate will play a pivotal role in driving multiple workstreams across the school, including Lettings, Holiday Activities and Events, Health & Safety, IT, Compliance, and Catering Management.
The ideal candidate will have proven experience in operations and the ability to effectively support senior leadership and other key stakeholders. While experience in an educational setting is advantageous, it is not essential.
RESPONSIBILITIES
Lettings, Holiday Activities, and Events
Lettings Management: Oversee the management of school facility rentals, ensuring contracts are in place, safeguarding protocols are followed, and access provisions, including staffing, are properly arranged.
Events: Assist in planning and executing events, including managing guest lists, sending invitations, handling logistics, and completing follow-up administrative tasks.
Holiday Clubs: Research and recommend opportunities for internally or externally run holiday clubs.
Revenue Generation: Collaborate with the Bursar on identifying and implementing additional revenue-generating opportunities.
Health & Safety
H&S Management: Support the Facilities Manager in overseeing health and safety risks within the school.
Training and Induction: Help with the administration associated with health and safety training and induction programs for all staff.
H&S Committee: Assist the Bursar in managing the Health & Safety Committee by keeping accurate records and ensuring follow-up on all actions.
Incident Monitoring: Ensure that systems are in place to monitor and address notifiable incidents, near misses, and H&S concerns.
IT
Problem Reporting: Escalate issues to outsourced IT support when necessary.
Processes: Identify ways to help the Bursar automate manual processes to maximise efficiency.
Compliance
Policy Management: Assist the Bursar, and other members of the SMT, to ensure that the school’s policies meet regulatory requirements and are effectively communicated to all stakeholders.
Policy Adherence: Ensure understanding and compliance with all school policies and procedures.
Catering Management
Contract Management: Support the Bursar in managing the catering contract, ensuring the provider meets budgetary requirements.
Event Coordination: Facilitate coordination between catering services and key stakeholders for major school events.
Other Duties
Sustainability: Propose and implement enhancements to the school’s sustainability initiatives across all operational areas.
Communication: Organise meetings and establish yourself as a point of contact for key suppliers, insurers and other external stakeholders as requested by the Bursar
Other: Any other reasonable request from the Bursar or Headmaster.
PERSON SPECIFICATION
- Exceptional communication skills, both written and verbal and with all key stakeholders
- Strong organisational skills with the ability to manage multiple tasks and priorities simultaneously as a team player
- Strong IT skills including a good working knowledge of Microsoft Office
- Proven experience in operations management with the ability to provide support to senior management and other stakeholders. Experience within an educational environment would be useful but is not essential
- Strong understanding of health and safety regulations
- Excellent planning, organisation and team management skills, with the ability to work collaboratively and proactively work with stakeholders
- Committed to safeguarding and promoting the welfare of pupils
Hours of work: 9am to 5.30pm Monday to Friday (part time hours also considered)
Holidays: 40 days (including bank holidays)
Salary: Dependent upon experience but likely to be between £30,000- £35,000 (part-time options available)
Report to: Bursar
To apply please send a CV and covering letter in the first instance to bursar@cargilfield.com
Closing date for applications is 5pm on Monday 28th October. Interviews are expected to take place at the School later that week.
Cargilfield is committed to safeguarding and promoting the welfare of children; applicants must be willing to undergo child protection screening, including checks with past employers and PVG.
Interviews will take place as and when suitable applications are received. Due to this, the Hiring Manager has the right to close the vacancy early if an offer of employment is accepted.
About Cargilfield School
Cargilfield is the oldest independent boarding and day prep school in Scotland, for more than 300 boys and girls, aged 3-13 years. Each child has an extensive range of opportunities to learn, explore and discover before they leave Cargilfield to join leading senior schools across the UK. Children leave with confident, lively minds, secure values and a sense of identity and community spirit that serves them well for their future lives. We achieve this by delivering a broad and challenging education in a supportive and caring family-led environment.
Cargilfield, founded in 1873, was the first prep school to be established in Scotland. It moved from Trinity in Edinburgh to its current location in Barnton in 1898. A Pre-prep and Nursery Department were added to the prep school campus during the early 1980’s in response to the changing nature of the parental body and the introduction of girls. The school was founded in 1873 by the Reverend Charles Darnell. Darnell’s aim was “to provide a liberal education and teach the merits of hard work and honesty under conditions of happiness and well-being”. This remains at the core of our ethos today.
We pride ourselves on high standards of teaching and a coherent programme of learning from Nursery through to Form 8. This is perhaps best measured by the outcomes for our pupils. We prepare boys and girls for senior schools all over the United Kingdom, offering parents choice in Edinburgh, across Scotland and the UK. In the past five years we have sent pupils to Ampleforth, Cheltenham Ladies’ College, Edinburgh Academy, Eton, Fettes, Glenalmond, Gordonstoun, Harrow, King’s Canterbury, Loretto, Marlborough, Merchiston, Oundle, Rugby, Sedbergh, Shrewsbury, Uppingham, Winchester and Wycombe Abbey.
Boys and girls are prepared for the Common Entrance or Academic Scholarship exams for their senior schools. We are proud of a 100% success rate at Common Entrance and our pupils winning an impressive number of scholarships to schools all over the UK in recent years. Although we admit to a broad range of abilities, we believe that a combination of high expectations with good teaching in small classes (an average class size of between 14 – 16 with a maximum of 18) explains our excellent results. We believe that a wide range of activity is essential for the development of children at Cargilfield. We play sport every day and creative activities such as music, drama, art and design are an important part of our curriculum. We also offer over 50 clubs that take place during the term, either during the day, the evening or boarding weekends.
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