Educational Visits and Enrichment Administrator

JobDescription

Job Title EducationalVisits and Enrichment Administrator

Reporting to Educational Visits Coordinator

Contract Type Permanent – 38 weeks

Hours 23 hours per week (Monday to Wednesday 9am – 4pm with a30-minute unpaid lunch. Friday 9am –12.30pm). These are illustrative hoursand 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 forthe effective organisation of all visits and trips at Bullers Wood for Boys andcomply fully with the Trust’s financial procedures. To develop the EVadministration process to ensure we secure maximum efficiencies of newtechnologies.

Visits and TripsCo-ordinator

1.Organising the trip

• Liaise with school staff toascertain what visits and trips to and from the school are to be made.
• Obtain comparable quotes fortravel etc. and cost the visit per student (where overall cost is over£5000).
• Ensure the relevant visit form iscompleted with the appropriate signatures of authorisation for thevisit/trip to go ahead, including governor approval, where appropriate.
• Ensure adequate insurance is inplace.
• Prepare letters for parents andpass to Headteacher’s PA for Heads approval. Arrange for distribution ofletters via School Gateway. Noletter should be published to parents unless a PO has been raised andsigned off by appropriate staff.
• Manage receiptof initial interest/payments via School Gateway, remind and chasedefaulters.
• Ensure parents/carers are awareof any documents that students will require prior to travelling (validpassport, visas, cards etc).
• Record names andpayments from students attending.
• Keep updated information on alldetails relevant to the trip, including itineraries and meeting times andpoints.
• Ensure that Head of Year, SpecialEducation Needs department and Principal First Aider are provided withlists of participating students for all trips to ensure suitability.
• Keep an updated list of allstudents on the ‘Banned Trip List’.
• Maintain records and preparelists of students attending trips and not attending and ensure appropriatestaff are informed (including the individual school office).
• Responsibilityfor dealing with correspondence from parents.
• MakeEVC aware of any problems or issues concerning the efficient running ofTrips and Visits and discuss and implement resolution of such issues.
• Takemini bus bookings and maintain and update the system. Send out six monthly reminders to thosestaff that have authorisation to drive the minibus to provide a licencecheck code.

2.Before departure

• Ensure all studentsparticipating in overseas and overnight trips have copies of the Code ofConduct.
• Post list of studentstaking part on the trip on the VLE and provide the trip leader with studentemergency contact details.
• Ensure mobilephone(s) are booked out for the trips and have sufficient credit

• Liaise with the school officeabout the provision of essential supplies for visits such as First Aidkits.

3.Health and Safety

• Ensure all adults accompanyingtrips have been cleared by the Disclosure andBarring Service (DBS)
• Ensure the trip leader has agreedthat all appropriate risk assessments are undertaken.
• Ensure compliance with DfEguidance on school visits.

4.Financialarrangements

• 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 appropriatefinancial records and accounts via School Gateway, chasing students wherenecessary.
• Liaise with the EVA whereappropriate regarding remission of costs.
• Dealsympathetically with low income families by organising suitable, realisticpayment plans in liaison with the appropriate member of staff.
• Organise ordering of foreigncurrency.

5.Medical and EmergencyRequirements

• Ensure the Principal First Aideris aware of trips and ask Trip Leader and First Aider to liaiseaccordingly.
• For specific medical conditions,ensure insurance requirements are satisfied.
• Ensure that parents provide theSchool with any updates with regard to contact details. Provide report of details to Trip Leaderand SLT contact (run from SIMS)
• For overseas/overnight visits,complete an Emergency Contact Information sheet. Copies should be retained by the trip’sleader and SLT contacts.
• For overseas/overnight visits,provide the member of staff leading the party with a copy of theappropriate travel insurance policy.
• Guide and support inexperienced staff on Trips and Visits procedures.
• Keep abreast of any changes tolegislation in order to ensure that Trips and Visits are fully compliant.
• Assist in school inset days fortraining of party leaders for Trips and Visits.

Other:

• Be proactive in identifying anddetermining own continuing professional development needs.
• Assist in ensuring health &safety in the workplace.
• Any other duties that may bereasonably required by the School or Trust Leadership.
• Uphold the ethosand policies of the school, including the commitment to safeguardingand promoting the welfare of children and young people.
• Knowledge ofSchool COMMS desirable.

This job description is not necessarily acomprehensive definition of the post. Itmay be subject to modification or amendment at any time after consultation withthe post holder.

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