Office Coordinator

Contract Dates: 02/07/2026 – 11/08/2026

The Role

The Office Coordinator at Summer Boarding Courses ensures smooth administration of the summer programme. Key responsibilities include managing financial records, preparing excursions, and maintaining an organised, welcoming office. The role involves collaborating with the management team and Head Office to handle student arrivals, departures and staff paperwork, providing essential support across the programme. Strong organisational skills and excellent communication are crucial for thriving in a fast‑paced, vibrant environment.

The Site

Headington Oxford International Summer School is located in the leafy suburb of Headington in Oxford, a mile from the historic town centre. It is an all‑girls school educating around 1,000 students from 30 nationalities year‑round. For summer school, students are aged 13‑16 and the capacity is approximately 200 students per week. The facilities are bright, newly decorated accommodation for students and staff.

Benefits

• Full DBS cover for the first contract and encouragement to sign up for the Update Service
• Extensive, paid, on‑site training prior to student arrival
• Accommodation included
• CPD and appraisals
• Staff wellbeing initiative
• Access to the Employee Assistance Programme (EAP)
• Continual support from the Head Office team, on‑ground and via phone/email
• Online safeguarding and prevention training
• Professional, fun and supportive environment
• Paid attendance to pre‑course Management Training
• All staff will receive one full day off per week

Main Duties

Financial Administration

• Oversee on‑site financial records: receipts, petty cash and spending tracking via Excel/banking apps.
• Assist with the collection and distribution of student pocket money.
• Maintain communication with the SBC Finance Team.

Excursion & Off‑Site Activity Management

• Follow Head Office guidelines to prepare excursions, reconfirm bookings and prepare excursion packs with itineraries, registers and risk assessments.
• Distribute and store excursion documents in line with SBC’s Emergency and GDPR procedures, brief staff on roles and monitor transport logistics.

Office & Stock Management

• Manage storage, distribution, return of branding, office and IT stock and support resource purchasing ensuring compliance with guidelines.
• Oversee the setup and upkeep of the Summer School Office and staff room, ensuring spaces are organised, clean and welcoming.
• Collaborate with Head Office to maintain smooth operation of office IT and phone systems.

Student Arrival & Departure Administration

• Coordinate with Transfer Managers to prepare and distribute transfer packs and ensure briefings are attended.
• Prepare documentation for arrival and departure days, set up check‑in/departure rooms, prepare refreshments and ensure a professional first and last impression.
• Assist with end‑of‑course administration: questionnaires, reports and certificates.

HR and Staff Support

• Assist the HR team with on‑site staff admin: arrival packs, uniforms and ID cards.
• Coordinate staff meals, socials and budget planning with Course Leaders and Programme Managers.
• Provide administrative support across the programme to ensure smooth operations.

General Managerial Duties / Teamwork & Communication

• Collaborate with the management team, attending meetings and maintaining open proactive communication.
• Communicate clearly and professionally with students, staff, parents, agents, site hosts and external stakeholders.
• Work with SBC Head Office to complete necessary paperwork and share updates.

Student Experience

• Encourage student engagement, promote communication, confidence and social skills.
• Promote a culture of equality, respect and diversity; ensure adherence to the Student Code of Conduct and assist staff in managing behaviour.
• Encourage feedback and promptly address concerns or complaints.
• Contribute to hosting arrival and departure days, ensuring a welcoming experience for students and parents.
• Support safe delivery of the programme: cover sessions, attend off‑site activities and support breaks, meals and welfare duties as needed.

Safety & Compliance

• Implement Health and Safety procedures, ensure incidents are reported and risk assessments followed.
• Keep staff informed of student welfare needs and maintain required welfare records.
• Ensure staff and students understand Emergency and Fire Evacuation procedures.
• Securely manage summer camp data, following GDPR and confidentiality policies.

Safeguarding Duties

• Be committed to safeguarding and welfare of students.
• Complete online safeguarding training and attend on‑site training during induction week.
• Read and understand SBC’s Safeguarding Policy, Staff Handbook, Operations Policy Handbook and Part 1 of Keeping Children Safe in Education (including annexes A & B).
• Be alert to signs of abuse and neglect, report concerns to the DSO immediately (including low level concerns).
• Know what to do if a student tells a staff member they are being abused, exploited or neglected.
• Help students understand how to keep themselves safe and manage risk; earn trust while maintaining professional boundaries.

About You / Qualifications

Essential:

• Meticulous organisational skills.
• Strong communication skills, ability to work under pressure and flexibility.
• Experience organising excursions, events or other logistical operations.
• Proven strong administrative skills, good knowledge of Microsoft Excel and Word.
• Experience working in a visitor/customer‑facing role.

Desirable:

• Previous residential summer school experience, especially with international students.
• Experience working within the education sector.
• Experience using MS Teams as a communication tool.
• Experience using Mail Merge and basic accounting administration tools.

Remuneration

The salary for the Office Coordinator role is £955 per week (subject to tax and national insurance), paid weekly in arrears. This sum includes a holiday allowance at 12.07 % of basic pay (£102.85). Accommodation at the summer site is provided.

Equal Opportunity Statement

We operate a policy of equal opportunities and welcome applications from candidates irrespective of sex, marital status, race, colour, nationality, ethnic origin or disability.

Safeguarding Statement

Summer Boarding Courses is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. We have a comprehensive Safeguarding and Child Protection Policy and procedures in place which all employees, volunteers and contractors are expected to adhere to.

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