Administration, Finance and Operations Coordinator

To provide efficient, responsive and well-organised administrative, financial and operational support across the School. The postholder will coordinate pupil transport, activities and camps; maintain accurate records to support billing and budget control; assist pupils, parents and colleagues; and help ensure that day-to-day office and logistical arrangements run smoothly.

• Coordinate school bus routes, timings, driver arrangements and bookings, working with relevant colleagues and providers.
• Prepare and maintain daily pupil bus lists and accurate transport registers for operational and billing purposes.
• Communicate transport arrangements and updates, including fixture-related bus changes, to parents, staff and other relevant contacts.
• Support pupil sign-out arrangements and registers, providing cover for teaching staff where required.

• Coordinate extracurricular activity planning, booking sheets, staffing information and attendance registers.
• Administer Little Explorers and multi-sport holiday camp forms, bookings and records.
• Support the planning, costing, staffing and delivery of activity camps in liaison with Finance and HR.
• Provide practical support for school events, including the Christmas Fayre, and coordinate stallholder sign-up and pupil spending arrangements.
• Arrange annual or occasional pupil items such as leavers’ necklaces, leavers’ hoodies, French trip polo shirts and sports tour clothing.

Coordinate Camp Cooper preparation and administration, including catering and cleaning staffing requirements in liaison with relevant teams.

• Maintain accurate registers and supporting information required for transport, activities, camps, facility hire and other charges.
• Assist with activity and camp costing and provide accurate information to Finance to support billing and budget monitoring.
• Coordinate authorised purchasing and ordering, including staff clothing, nursery kit, office items and ad hoc staff orders.
• Support the administration of facility hire and swimming pool rentals, maintaining clear booking and usage records.
• Liaise with Finance and HR on agreed staffing, pay-related and purchasing administration, within the boundaries of the role.

• Provide shared office cover, including answering telephone calls, monitoring and responding to emails, taking messages and dealing with routine enquiries.
• Welcome and support pupils who come to the office, escalating welfare or safeguarding concerns promptly in line with School procedures.
• Provide helpful and professional information to parents, staff and visitors, referring matters to the appropriate colleague where necessary.
• Provide ad hoc practical and technology support, including printing requests, contact cards, invitations, compliments slips and basic signage.
• Coordinate routine communications and administrative support for the Friends of Ardvreck.

• Coordinate agreed use and hire of School facilities, liaising with relevant internal and external users to avoid clashes and maintain accurate records.
• Assist with arrangements for cleaning cover during holidays and for specific areas, in liaison with Finance, HR and operational colleagues.
• Arrange periodic services such as confidential shredding collections.
• Maintain operational information such as the staffing board and support occasional nursery-related administration, including uniform, kit and handbook materials.
• Support the uniform shop, where allocated, including stock control, ordering and sales administration.