Airport Transfers Coordinator

2 weeks ago


Oxford, United Kingdom Oxford Royale - Head Office Vacancies Full time

**About Oxford Royale**:
Oxford Royale is a leading global provider of elite summer schools. Driven by a firm belief that education is about much more than a formal classroom, we offer young people unparalleled cultural and learning experiences, giving them a window to a world of opportunity.

Oxford Royale has an exciting opening for an Airport Transfers Coordinator.

The Airport Transfers Coordinator will be responsible for overseeing the successful operation of our airport transfers service, ensuring that hundreds of students reach their campus from Heathrow Airport in a safe, orderly and timely fashion. Responsibilities will include the recruitment of a core team of Terminal Coordinators, liaison with senior campus staff to secure the assistance of Counsellors from our pool across Oxford, the review and production of Risk Assessment documentation, liaison with third-party transport providers (typically local coach and taxi companies) to book the required transport, training of recruited team members, production of coach manifests for arrivals and departures, and more.

Reporting to the Associate Director, the Airport Transfers Coordinator has full responsibility for and ownership of the Airport Transfers function.

Throughout the planning phase of the role you will be based in our Head Office in Oxford (OX4), with the option of some hybrid working. During this time, you will review and adapt the established processes with the goal of planning a seamless transfers operation; one that minimises student wait time whilst also fitting within our budget and meeting our safeguarding commitments. You will liaise with all external contractors and ensure appropriate services are booked. You will also need to liaise with various internal departments to ensure everyone is fully briefed on how the transfers function will operate.

You will line manage your team of Terminal Coordinators throughout the summer who will help you welcome students on the ground at London Heathrow Airport on arrival, and ensure they make their flights on departure. You will source this team from our current staff pool, and will design and deliver full training to your team on the practicalities of the role, adapting existing manuals and communication protocols and creating new ones where necessary.

On transfer arrival days, you will be the main point of contact between the Admissions Department (who will liaise with parents), staff members on the ground at Heathrow, external contractors and campus staff who will be waiting for students at their destination campuses. You will also monitor student progress on their journey via the systems you will create in the planning phase. It will be your responsibility to ensure all students are met with an outstanding first impression of Oxford Royale, and reach their destination in the safest, quickest and most professional way possible. On departure days, you will ensure students know when they are being picked up, and troubleshoot any issues that might prevent them from reaching their airport terminals in plenty of time for their departure flights.

**Person Specification**:

- Highly organised with the ability to schedule efficiently
- Customer and experience-focused
- Comfortable leading a team
- Systems driven and Excel-capable
- Excellent written & verbal communication skills
- Strong planning, prioritisation and organisational skills
- Challenges self and others to create solutions and strives for improved ways of working
- A team player who can adapt quickly to changing requirements
- Positive person who takes a flexible, solutions-focused approach
- Enjoys working in a busy and dynamic environment

**Essential Qualifications/Experience**:

- Fluent speaker of English
- Experience running large scale and complex events
- Impeccable attention to detail
- Working with a diverse team

**Desirable Experience**:

- Managing airport transfers, or transportation service
- Experience working in a summer school or similar environment would be beneficial
- Flexible and proactive

**Position Details**:

- **T**his is a fixed-term position starting in early April and running through until Friday 16th August 2024.
- Hours are 40 hours per week. During the planning phase, your typical working pattern will be Monday to Friday, 9:00am - 5:30pm.
- You will be required to work on all transfer days, which are:

- Sunday 30th June 2024 (arrival)
- Saturday 13th July 2024 (departure)
- Sunday 14th July 2024 (arrival)
- Saturday 27th July 2024 (departure)
- Sunday 28th July 2024 (arrival)
- Saturday 10th August 2024 (departure)
- Transfer days require early starts and longer days.
- You will receive appropriate time off in lieu of weekend days worked.
- You will be supported with administrative tasks in advance of and on transfer days by a nominated assistant drawn from our wider customer service team.
- Location: Based at our Oxford office (OX4), with hybrid working options
- Holiday Entitlement: 32 days of a



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