Position: Administrator of Overseas Courses
Full time, fixed term.
8.30 – 17.00, Monday to Friday (37.5 hours per week)
Start date: 17.03.25 (desirable) End date: 17.09.25
£24,500 per annum
Application deadline: 03.03.25
The post holder will undertake a wide range of administrative duties to support the Manager of Overseas Courses in the planning, organisation and running of our overseas English Camps. The post holder will be part of a small, busy team working to arrange English language courses for young learners in their home countries, predominantly Italy. While this is a small team and the post holder will be involved in all areas of course organisation, the main focus of the role will be administration.
General Administration
1. Contribute to the general smooth running of the English Camps (overseas courses) department.
2. Provide general administrative support to the Overseas Courses Department.
3. Contribute to the organisation and running of any staff training days.
4. Maintain clear and efficient filing systems.
5. Operate and update the department database with a high level of accuracy.
6. Assist in the review of and compilation of reports on feedback at the end of the season.
7. Be a point of contact for staff email and phone enquiries, either dealing with them or passing them on to the appropriate person.
8. Work on specific projects as requested by the Manager of Overseas Courses.
Recruitment
1. Work with the Manager to advertise for and recruit appropriate staff.
2. Track numbers of applicants and ensure that sufficient numbers of applications are being processed to fill agreed vacancies.
3. Organise and administer the application process of summer staff, including:
1. Contacting staff to book appointment times.
2. Making correct paperwork (CVs, interview forms) available to the interviewing staff on a daily basis.
3. Contacting referees to request references.
4. Notifying applicants as to the outcome of their interview in a timely fashion.
5. Keeping accurate records of all of the above, using both spreadsheets and a tailor-made database.
6. Under the instruction of the Manager of Overseas Courses, produce, send out and track return of staff contracts (approx. 250 over the summer period).
Course Administration
1. Prepare individual course timetables to fit specific requirements and staff skills.
2. Process information received and file in an organised manner.
3. Produce information packs, including digital copies, and distribute to staff.
4. Assist in the organisation, distribution and return of information packs for all courses.
Travel Organisation
1. Assist the Assistant Manager to ensure all travel bookings are appropriately notated and information passed on to staff in accordance with departmental procedures.
Digital Archive
1. Maintain an online file sharing system to make all necessary materials available to staff.
2. Maintain users and give access appropriately.
Pay and Tax
1. Administer staff invoices under the direction of the Manager.
2. Collate pay information and provide appropriate information for payroll administration.
General Duties
1. Undertake on call duties, especially over days of travel, to support staff and the Manager in the smooth running of camps.
2. Contribute to the general smooth running of the Norwich school as requested and sanctioned by the Manager of Overseas Courses.
3. Undertake other tasks from time to time as deemed necessary by the Director.
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