Educational Visits & Activities Coordinator Job Vacancy in Tunbridge Wells

Educational Visits & Activities Coordinator

Location: Tunbridge Wells
Contract: Permanent, term time only plus inset days (39 weeks per year)
Hours: Part time – 30 hours per week, Monday to Friday
Salary: Kent Scale D – £27,904 FTE / £19,809.37 pro rata

About the Role

Do you love organising memorable experiences? Are you passionate about helping young people explore, achieve and succeed beyond the classroom?

We are seeking an exceptional Educational Visits & Activities Coordinator to oversee a varied programme of school trips, enrichment activities and Duke of Edinburgh Award expeditions.

This is a rewarding and varied role at the heart of school life. From coordinating residential and overseas visits to organising whole-year-group enrichment activities and supporting the Duke of Edinburgh programme, you will play a key role in creating positive and memorable experiences for students.

You will also ensure that all educational visits are organised effectively and in accordance with school policies, safeguarding requirements, health and safety guidance and relevant legislation.

Key Responsibilities

Educational Visits & Activities

• Coordinate the day-to-day administration of educational visits and school activities.
• Maintain an accurate annual calendar of trips and activities.
• Support and advise trip leaders on their responsibilities, procedures and deadlines.
• Coordinate bookings with venues, travel providers and transport companies.
• Manage communications with parents and respond to queries relating to visits.
• Monitor parental payments, consent and required information.
• Coordinate medical, dietary and additional support information for students.
• Prepare and maintain visit packs and relevant documentation.
• Coordinate staff cover arrangements for educational visits.
• Complete and review risk assessments, ensuring they meet current requirements.
• Liaise with finance and administrative teams regarding suppliers and payments.
• Evaluate visits and identify opportunities for improvement.
• Maintain accurate and well‑organised electronic and paper records.
• Keep up to date with best practice, legislation, safeguarding and health and safety requirements relating to educational visits.

Duke of Edinburgh Award

• Coordinate and promote the Duke of Edinburgh Award programme.
• Communicate with students, parents and staff regarding participation and requirements.
• Manage student accounts and provide ongoing support and guidance.
• Organise training sessions, activities and expedition preparation.
• Coordinate expedition dates, logistics, staffing and transport with external partners.
• Support and manage school staff involved in expeditions.
• Organise staff training and ensure appropriate equipment and first aid provisions are available.
• Coordinate celebration and presentation events.
• Act as the school’s lead contact for the delivery of Duke of Edinburgh expeditions.

Health, Safety & Student Welfare

• Ensure relevant medical and additional needs information is reviewed before visits.
• Work closely with pastoral, medical and SEND colleagues to identify and support individual student needs.
• Coordinate individual risk assessments where required.
• Ensure appropriate first aid equipment, medication and medical information are available for visits.
• Coordinate staff training where students require specific medical support.
• Contribute to the safeguarding and welfare of children and young people in accordance with relevant procedures and school policy.

Enrichment & Whole-School Activities

• Coordinate whole-school and year-group enrichment programmes.
• Organise activities, performances, external providers and special events.
• Coordinate a programme of end-of-year enrichment activities.
• Liaise with staff, venues, transport providers and finance teams to ensure activities are well planned and delivered.
• Support the organisation of educational and enrichment opportunities for sixth-form students.

Other Duties

• Assist with school transport and minibus arrangements where required.
• Undertake exam invigilation and other reasonable duties as required.
• Be willing to undertake appropriate minibus driver training where necessary.

About You

The successful candidate will be a highly organised, proactive and solutions-focused individual who enjoys working in a busy environment.

You will be confident managing multiple activities, deadlines and stakeholders simultaneously, while maintaining accuracy and attention to detail.

You will have excellent written and verbal communication skills and be able to build positive relationships with students, parents, colleagues and external organisations.

Essential Skills & Experience

• Proven administrative experience.
• Excellent organisational and time-management skills.
• Ability to prioritise competing demands and work to tight deadlines.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Ability to work independently, use initiative and make sound decisions.
• Strong problem-solving and solutions-focused approach.
• Ability to remain calm and effective under pressure.
• Confident and professional approach when dealing with a range of stakeholders.
• Ability to maintain confidentiality and comply with GDPR and data-security requirements.
• Good working knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Full UK Category B driving licence.

Desirable

• Previous experience working within a school or education environment.
• Experience coordinating educational visits, events or enrichment activities.
• Experience supporting or managing a Duke of Edinburgh Award programme.
• Knowledge of school administration and safeguarding procedures.
• Experience using a school management information system.
• D1/minibus driving qualification or willingness to undertake the appropriate assessment.

Qualifications

• Educated to A-level equivalent.
• GCSE English and Maths at Grade C/4 or above, or equivalent.

What We Are Looking For

Most importantly, we are looking for someone who is enthusiastic about student enrichment and committed to creating safe, well‑organised and rewarding experiences for young people.

You will be someone who enjoys taking ownership, solving problems and making things happen. You will thrive in a role where priorities can change quickly and where effective communication, organisation and teamwork are essential.

If you are an organised and enthusiastic professional who would enjoy playing a central role in educational visits, enrichment activities and the Duke of Edinburgh Award programme, we would love to hear from you.

The establishment is committed to safeguarding, ensuring the safety and welfare of young people. Employment is subject to a satisfactory Enhanced Disclosure from the Disclosure and Barring Service.

For this role you need to be a UK resident and eligible to work in the UK