Study Trips Coordinator

**Location**:Sotheby’s Institute of Art - London

**Reports To**: Senior MA Programme Coordinator

**Contract**: Part-time for 3 days per week (0.6fte), hybrid

Fixed-term contract for 6 months: January to June 2026

**Salary**:£22,500 per annum (0.60fte pro-rata of £37,500)

**About Us**

Established in 1969, Sotheby's Institute of Art can be found in the heart of Bloomsbury, London. The Institute is now among the world's leading specialist higher education institutions, offering programmes for professionals, pre-college audiences and postgraduate students seeking careers in art business and an understanding of the global art economy.

Sotheby’s Institute of Art is owned by Edconic, an organisation that partners with prestigious companies to deliver relevant, experiential learning programs taught by industry experts from the world’s best brands.

**Job Purpose**

This position involves coordinating the booking of international student study trips, which are a vital part of the MA Programmes and of the student learning experience. The post holder will work closely with the MA Programme Coordinators and faculty and play a key role in providing the necessary support, booking and communication of all relevant travel and visit needs across the four MA Programmes. This will include organisation for six international trips during the period of the contract.

Occasionally, the postholder may be required to accompany the students on the study trips which will include travel to destinations in Europe. Therefore, the individual must have the ability to travel in and out of the UK. The role will also be required to support the wider MA team with the organisation of events which may require occasional evening work.

**Key Duties and Responsibilities**

**Travel Administration**
- Responsible for the booking and administrative maintenance of all study trips and events for MA programmes.
- Liaise with Programme Directors and Academic Faculty to devise a timetable for each study trip.
- Negotiate contracts and fees and build/maintain key relationships with service providers.
- Prepare programme travel materials including production and distribution of relevant timetables, lecture notes, maps, notices, and general information for students.
- Assist and accompany study trips when required.
- Via Canvas, maintain student portals so that students have online access to timetables, materials, maps etc.
- Collate information about the study trip budgets and expenditure.
- Carry out monthly ledger checks and chase invoices as needed.
- Brief relevant members of staff or student groups with details about the trip prior to their commencement.
- Work with faculty to create risk assessments for each trip and ensure students and faculty are aware of any security risks or student wellbeing concerns.
- Confidentially hold and appropriately communicate specific student needs in relation to travel e.g. allergies, medication requirements.
- Brief colleagues on incident reporting protocols during trips.

**Maintaining Systems and Records**
- Maintain systems within the department to ensure smooth running of administration of relevant areas.

**Wider Institute Support**
- Support the wider team with the organisation of events, such as student receptions and graduation ceremony, as needed. This may require occasional evening work.
- In the event of sudden illness or absence and schedule permitting, support the MA Administration team or other departments on a temporary basis.

The above statements are intended to describe the general nature and level of work being performed by an individual undertaking this position. They are not intended to be an exhaustive list of all duties and skills, and the post holder will be required to undertake such tasks and responsibilities as may be reasonably be expected within the scope of the post.

**Person Specification**

**Essential**
- Experience coordinating travel and accommodation for large groups
- Experience of project management and tracking expenditure
- Ability to negotiate prices of accommodation and venue hire
- Strong customer service experience and relationship management
- Great problem-solving and logical thinking skills
- Ability to maintain consistent and thorough records
- Time-management and organisational skills required in order to coordinate several study trips at once
- Strong IT proficiency with competent use of Microsoft Office skills including Excel, Word, PowerPoint, Outlook, Teams and, following relevant training and support, with CAMS (Institute student database)
- Excellent communication skills
- Occasional evening work when required to support the wider MA team

**Desirable**
- Knowledge of visa compliance and UKVI regulations
- Knowledge and understanding of the Higher Education environment
- Educated to degree level or equivalent experience
- Language skills: French and Italian most relevant to support making bookings

**Application Process**

Benefits of working for Sotheby