Administration Officer

Are you highly organised, enjoy coordinating activities and take pride in creating positive experiences for young people?

Are client a leading school int he Kent area are seeking a proactive and enthusiastic

Activities & Administration Officer to coordinate a varied programme of student activities, educational visits, enrichment opportunities and expedition programmes.

This is a diverse and rewarding position involving organisation, administration, communication and practical coordination.

You will help ensure activities run smoothly from the initial planning stages through to completion, while maintaining high standards of safeguarding, health and safety and student welfare.

The successful candidate will be comfortable managing multiple deadlines and competing priorities.

You will need excellent communication skills and the confidence to work with students, parents, colleagues, external organisations, venues and service providers.

• Main Responsibilities
• Activities & Educational Visits
• Coordinate the administration and practical arrangements for student visits, trips and activities.
• Support staff with the planning and organisation of visits.
• Monitor deadlines and ensure required information and documentation is completed.
• Maintain an organised calendar of planned activities and visits.
• Arrange venues, travel, transport and other external services.
• Communicate arrangements and important information to parents and carers.
• Respond to enquiries and follow up outstanding information.
• Monitor parental responses and payments.
• Collect and organise medical, dietary and other relevant student information.
• Prepare documentation and information packs for staff.
• Coordinate with finance colleagues regarding payments and suppliers.
• Ensure appropriate risk assessments are completed and reviewed.
• Maintain accurate electronic and paper records.
• Review activities and identify improvements for future arrangements.
• Ensure activities are organised in accordance with relevant policies and procedures.
• Student Award & Expedition Activities
• Coordinate the administration of a student award and expedition programme.
• Promote opportunities to students and parents through appropriate communications.
• Support students with programme requirements and enquiries.
• Maintain accurate student records and online accounts.
• Provide drop-in support sessions where required.
• Organise preparation and training activities.
• Coordinate training sessions and expeditions with external providers.
• Arrange dates, transport, equipment and other practical requirements.
• Coordinate relevant staff training.
• Maintain communication with external expedition providers.
• Organise programme resources, certificates and related materials.
• Assist with celebration and recognition events.
• Ensure suitable first-aid and safety arrangements are in place.
• Student Welfare & Safety
• Check relevant medical information before visits and activities.
• Work alongside medical, pastoral and additional-needs teams to identify individual requirements.
• Assist with individual risk assessments where appropriate.
• Ensure medication, first-aid equipment and other necessary resources are prepared.
• Help coordinate staff training for students with specific medical requirements.
• Contribute to safeguarding and the promotion of student welfare.
• Enrichment & Special Events
• Help coordinate whole-school enrichment programmes and activity weeks.
• Work with staff to organise year-group activities and visits.
• Liaise with venues and external organisations.
• Coordinate costs and arrangements with relevant colleagues.
• Communicate activity details to parents, students and staff.
• Assist with external productions, workshops, talks and other student events.
• Support the organisation of educational activities for older students.
• General Administration
• Arrange transport for departments and student activities.
• Coordinate minibus arrangements where required.
• Assist with examination invigilation when necessary.
• Drive a school minibus for activities and expeditions where appropriately licensed.
• Maintain confidential records in accordance with data protection requirements.
• Undertake other appropriate administrative duties associated with the role.

Person Specification

Essential

• Proven administrative or coordination experience.
• Excellent organisational and time-management skills.
• Ability to manage several tasks and deadlines simultaneously.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• A practical and solutions-focused approach.
• Ability to work independently and use initiative.
• Ability to work effectively as part of a team.
• Confidence communicating with a wide range of people.
• Ability to remain calm and professional under pressure.
• Good understanding of confidentiality and data protection.
• Good knowledge of Microsoft Office, including Word, Excel, Outlook and Power Point.
• Full UK Category B driving licence.

Desirable

• Experience working within an educational environment.
• Experience coordinating trips, activities or events.
• Experience working with young people.
• Experience administering an award or expedition programme.
• Knowledge of school administration or management information systems.
• Experience liaising with external venues and service providers.
• D1/minibus driving entitlement or willingness to undertake the relevant assessment.

Qualifications

• Educated to A-level standard or equivalent.
• GCSE English and Mathematics at grade C/4 or above, or equivalent.

What We Offer

This is an opportunity to become an important part of a busy educational environment and contribute directly to the wider experience of students.

The successful candidate will work alongside a supportive team and have the opportunity to play a significant role in delivering trips, activities, enrichment opportunities and programmes that help students develop confidence, independence and new skills.

Safeguarding

An enhanced DBS check and appropriate safeguarding checks will be required for the successful applicant.