Administrator - Travel Assistant

5 months ago

Edinburgh, United Kingdom Academic Families Full time

**Administrator - Teen Group Travel and After Sales Support**

Academic Families is a dynamic, leading international education agency - British Council, AEGIS and Boarding Schools’ Association accredited. We provide guardianship care for our international students who are full time students at boarding schools. They have holidays from school when they either travel home, their parents join them in the UK, we match them with suitable local host families for friendship and cultural exchange or they join one of our escorted student trips.

We are a Safer Recruiter so satisfactory Disclosure is required. You will uphold our commitment to safeguarding and maintain child protections standards to ensure the safety and well-being of our students at all times

We are looking for someone that can grow within the company and make a real contribution to our business growth.

**The Role**

You will support our
- Travel Manager - manage traveller admin for our teen group trips, assist in trip organisation as required. You may be required to attend some of our UK or international trips.
- Guardianship team - arrange UK wide taxi reservations, FIT bookings and other ad hoc transfers arrangements as required

You will be an enthusiastic and highly motivated team member with a hands-on approach to continue building our rapid growth.

There are three terms in each school year which runs from September to early July. Group trips take place during school half terms in October, February and May as well as the Easter holiday.

Independent student travel days include the start and end of term, start and end of half term, and occasional ‘exeat’ weekends once or twice per term.

This role is part of our Travel team and mutual support and teamwork are a given. We are a small and professional team who love coming to work each day

This is an office-based role in our Edinburgh Head Office.

**Skill Requirements**

To do well and enjoy the role you need to be a, or have
- strong attention to detail and a logical approach to problem solving
- ability to multitask and prioritise effectively in a fast-moving work environment
- good IT skills, especially MS Office suite and data management skills
- ability to work to deadlines with a strong work ethic
- flexible attitude with a high standard of customer service
- good communicator with good written and spoken English
- demonstrate integrity and professionalism and remain calm in a crisis
- enjoy working through lists of actions
- travel agency experience (beneficial but not essential)

Just as important is an approachable, helpful nature
- ‘¾ full’ ‘can-do’ attitude with a smile
- open, flexible and friendly team player
- structured self-starter able to plan and schedule your own workload and work under pressure
- willing to learn

**Key Responsibilities & Tasks**

You will be required to manage our student travel and group trip admin for international students attending boarding schools throughout the UK.

Currently ~100 students (forecast to increase) on up to 4 trips at each half term holiday Our self-organised teen group trips are to exciting international and UK destinations.

You will uphold our commitment to safeguarding and maintain child protections standards to ensure the safety and well-being of our students at all times
- Support the Travel Manager plan and book our teen group trips
- Trip staff - you may be required to attend our teen group trips as the Trip Travel Manager ensuring all plans go to planPrepare comprehensive staff folders with all teen group trip travel arrangements for each trip and assist with staff pre-trip briefing
- Manage
- pre trip logistics - taxi/coach from school to departure points - work closely with Guardianship Care Managers (GCMs)
- trip enrolments - keep Travel Manager up to date on numbers
- trip permissions requests and responses
- trip invoicing including confirm all paid one month in advance of trip
- vaccinations
- Young Flyers forms
- Book and manage
- activities for trips not arranged by ground operator
- travel insurance cover
- FIT bookings
- Create and manage for each trip
- rooming lists
- passport lists
- airline lists (correct names and passport details)
- permissions, allergies, medical lists
- trip staff folders with all up-to-date documents for trip staff, assist with staff pre-trip briefing
- ensure First Aid kits are stocked and available for trips
- Support the Guardianship team arrange taxis and airport support services as requiredincluding Unaccompanied Minor Service and Young Flyers support
- Emergency support - you will be required to cover occasional weekend emergency mobile support when students are travelling - additional payment
- Promote Academic Families at all times
- keep up-to-date with international travel requirements eg visas and health
- additional admin as required to support a dynamic and growing business

**We are a Safer Recruiter so safeguarding is our priority.**

**Hours**

This is a full

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