Swim School Admin Assistant

The Role

We are looking to recruit an administrative assistant with excellent interpersonal skills to provide support to the Galleon Swim School. The role will be to support the Swim Coordinator with Swim School enquiries and assist with the management of all bookings which include such tasks as sign up processes, allocations of spaces in groups, block renewals and top ups, cancellations and management of the waiting list. A large part of the role will include telephony work as well as face-to-face interaction.

In addition to this, the role holder must be present at lessons to meet and greet parents face to face to ensure the best communication standards are provided. General communication with parents and guardians, updates on lessons, confirmation of bookings, feedback on pathways and complaints handling will be part of the role.

Working days will be part time over a Wednesday, Thursday, Friday and Saturday.

Hours of work will be up 20 hours per week.

APPLICATION PROCESS

To apply, please click the Apply button. Please include a letter of application of not more than 800 words giving us more information about you and why you would like the role, addressed to Karen McArthur, Swim School Coordinator.

Closing date: 11:59pm on Friday 16 January 2026.

Interviews will be scheduled for week commencing 26 January 2026.

Main Responsibilities

• Assist with all bookings for the Swim Program: To support the Swim Coordinator with the bookings of all children into the swim programme and ensure that all are booked and placed into the correct levels for both age and ability level.

• To be responsible for parent contact and communication for the Swim School.

• You will provide a professional, courteous and friendly welcome for all enquiries and new members to the Swim School program.

• To be responsible for welcome emails and confirmations at sign up through to ensuring that parents are kept up to date with the progress of their children through the duration of their swimming block.

• Working closely with the Swim Coordinator you will be accountable for the management of the Swim School programme for the Galleon Club ensuring that all enquiries are fielded correctly and parents are provided with the correct information in a prompt manner.

• Responsible for assisting with Swim Teacher recruitment for the Swim School in accordance with the College's recruitment policy.

• Efficient admin skills should ensure that all administration is completed accurately, and effective processes are developed to ensure that all documentation is stored correctly according to GDPR requirements

For full details of the main responsibilities, please refer to the job description.

The Ideal Candidate

• Excellent and professional interpersonal and written/oral communication skills; communicates in a confident, clear, and concise manner always

• Excellent organisational and planning skills, combined with the ability to remain calm under pressure and deal flexibly with changing priorities

• Personal qualities include tact, diplomacy, and a friendly, helpful and professional manner

• Good understanding of what it means to provide excellent customer service

• Ability to work flexible hours, including evenings and weekends.

• Experience in swim teaching, coaching, or aquatic operations (desirable)

About the school/organisation

George Watson's College sits in the heart of Scotland's capital city, Edinburgh, providing a world-class education for children and young people from Preschool to Senior 6.

We encourage our pupils to develop a love of learning through an inspiring curriculum and an extensive and inclusive enrichment programme, which are underpinned by the four values we live by: aim high, be kind, join in and respect all.

Our school is a place where pupils have the freedom to thrive, succeed, explore, perform, and grow, giving them the opportunity to discover their own limitless potential.

Preschool, junior and senior pupils all learn and play on the same 52-acre campus, where our sports facilities, music school, art department, technology building and drama studios are within walking distance.

We offer our pupils one of the widest extra-curricular programmes you will find anywhere, plus the opportunity to travel internationally during their time with us, and a broad range of learning experiences outside the classroom.

Digital technology supports and enhances learning, with every pupil encouraged to use their device where it adds real value to developing skills and critical thinking.

Our school has an enviable reputation for the breadth of opportunities pupils have to get active, with around 25 different sports available to both girls and boys. Participation, excellence, professionalism and equality are the four cornerstones of our physical education and sport department here at Watson's.

When it comes to music and drama, our pupils are given the opportunity to co-produce stunning shows, delivering memorable performances that live long beyond school days.

Most importantly, the wellbeing of our pupils matters to us more than anything else. There are various ways we support pupils to proactively manage their mental health, while a range of peer-led programmes has created a culture in which we can all play our part.

All this means that when the sun shines we celebrate the happy moments, and when it doesn't we're there to protect and support, just as our motto says: ex corde caritas - love from the heart.

Package Description

Location: The Galleon, George Watson's College, Edinburgh

Contract Type: Permanent, part time, 20 hours per week.

Salary: £27,090 - £30,231 (Based on 36.25 hours per week, 52 weeks per year). This equates to £14,946 - £16,679 (Based on a working pattern of 20 hours).

Benefits: Seven weeks annual leave (two weeks taken over Christmas and New Year), automatic enrolment in the contributory support staff defined contribution pension scheme, reduced school fees at George Watson's College for children of staff, Membership of the Galleon Club (the school's fitness club)