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Educational Visits Coordinator

4 months ago

Barnstaple, United Kingdom The Park Community School Full time

**Job Title**: Educational Visits Coordinator

**Responsible To**: SLT Trip Lead/Front Office Lead

**Work Pattern**: 37.5 hours per week, 38.8 weeks per year (term time only)

The working pattern will be variable and flexibility of working hours will be required due to the nature of the trips. Core hours are generally 8am-4pm but trip days are likely to be much longer. Hours above contract can be taken as lieu time. All hours are expected to be worked in only school term time.

**Please note there is mandatory training required on 26th September 2024 that this post holder will be required to attend.**

**Grade**: NJC Pay Scale Grade D Points 8 - 12 (£24,702 - £26,421).

Actual starting salary is £21,425 including holiday pay.

**Job Purpose**:
To be the Educational Visits Coordinator for Park School supporting trip leaders through efficient and compliant administration and coordination of residential trips, overseas trips, adventurous activities, outdoor education, cultural experiences and curriculum trips. The role will be based in the Front office in order to support the Front Office team when required.

**Principle Accountabilities**:

- Efficient coordination of residential trips, educational visits, Summer School and other educational activities. Having oversight of these on the school calendar and ensuring smooth and safe operation.
- Accompanying school trips, providing support to teaching in accompanying trips and visits and, where appropriate, driving the school minibus.
- Assisting with other School Risk Assessments, and other activities as directed by the line manager.
- Providing first aid support to students and staff whilst supporting trips and visits and providing emergency first aid back up in school. (i.e to cover absent staff and emergencies)

**Shared Responsibilities with other Park Colleagues**:

- Foster community Links.
- Liaise with service providers, schools and colleges where appropriate.
- Work to strengthen and enhance The Park Community School’s values and culture.
- Safeguarding and promoting the welfare of children and young people.
- Create a positive behaviour culture based on kindness and empathy

The post holder will be expected to be alert and active on issues relating to student welfare, safeguarding and child protection. To raise significant and low-level concerns, make appropriate referrals and follow up on all matters which may affect the wellbeing of a student.

**Main Duties**:
**Key Function 1: Trips & Visits Administration**
- Working with trip leaders ensure accurate data entry, and preparation of paperwork onto school administration systems and Evolve.
- Support the finance team in Identifying all financial aspects of school trips and visits. Support where appropriate late payments and management of students with the trip lead.
- Work closely with the Trip Leader, the finance staff, catering staff (where appropriate), to agree the financial, insurance, FSM and other relevant arrangements of trip or event.
- Liaise with senior leaders preparing information to ensure educational trips and events meet the school’s requirements.
- Keep up-to-date with all legislation and best practice advice on the running of educational visits and events, and ensure that all activities and events meet guidance requirements.
- Ensure Health and Safety procedures, including Risk Assessments and Emergency Procedures are rigorously formulated and applied. Formulate and use Standard Operating Procedures, that staff can use as a basis for any Risk Assessments, Working with trip leaders, discuss the SOPs and ensure they are correct for each visit. These will need regular review and updates.
- Ensure staff involved in the running of trips and events are appropriately trained eg for driving the minibus and those involved in designated tasks such as Group Leader. Ensure all staff involved in trips/activities are equipped with the standards expected by the school, risk assessments and trip pack to enable them to safeguard themselves and others.
- Liaise with trip leaders and attendance to arrange changes to trip lists (this could be students opting out of trips or the school refusing a place to a student) and consider implications, inform the finance team of refunds.
- Oversee and assist in the preparation of procedures for all educational visits, advising the group leader as required, making staff aware of the detail of all proposed visits and events;
- Liaise with first aid to ensure first aid kits and medication are prepared and ensure they are collected prior to the trip by the designated person for use on school visits.
- Ensure students are accounted for at the start and end of trips events and provide accurate reporting of attendees and support senior colleagues with trip evaluations and management information.
- Keep records of all trips and events.
- Support some trips and visits in the school calendar
- Set trips up, when required, on MCAS
- Be available, or arrange appropri