Educational Visits and Enrichment Administrator

Job Description

Hours 23 hours per week (Monday to Wednesday 9am – 4pm with a30-minute unpaid lunch. Friday 9am –12.30pm). These are illustrative hoursand days of the week and can be flexible for the right candidate.

To be responsible forthe effective organisation of all visits and trips at Bullers Wood for Boys andcomply fully with the Trust’s financial procedures. To develop the EVadministration process to ensure we secure maximum efficiencies of new technologies.

• Liaise with school staff to ascertain what visits and trips to and from the school are to be made.
• Obtain comparable quotes fortravel etc. and cost the visit per student (where overall cost is over £5000).
• Ensure the relevant visit form is completed with the appropriate signatures of authorisation for thevisit/trip to go ahead, including governor approval, where appropriate.
• Ensure adequate insurance is inplace.
• Prepare letters for parents andpass to Headteacher’s PA for Heads approval. Arrange for distribution ofletters via School Gateway. Noletter should be published to parents unless a PO has been raised andsigned off by appropriate staff.
• Manage receiptof initial interest/payments via School Gateway, remind and chase defaulters.
• Ensure parents/carers are awareof any documents that students will require prior to travelling (valid passport, visas, cards etc).
• Record names and payments from students attending.
• Keep updated information on all details relevant to the trip, including itineraries and meeting times andpoints.
• Ensure that Head of Year, Special Education Needs department and Principal First Aider are provided withlists of participating students for all trips to ensure suitability.
• Keep an updated list of all students on the ‘Banned Trip List’.
• Maintain records and prepare lists of students attending trips and not attending and ensure appropriate staff are informed (including the individual school office).
• Responsibility for dealing with correspondence from parents.
• MakeEVC aware of any problems or issues concerning the efficient running of Trips and Visits and discuss and implement resolution of such issues.
• Takemini bus bookings and maintain and update the system. Send out six monthly reminders to those staff that have authorisation to drive the minibus to provide a licence check code.

• Ensure all students participating in overseas and overnight trips have copies of the Code of Conduct.
• Post list of student staking part on the trip on the VLE and provide the trip leader with student emergency contact details.
• Ensure mobile phone(s) are booked out for the trips and have sufficient credit

• Liaise with the school office about the provision of essential supplies for visits such as First Aidkits.

• Ensure all adults accompanying trips have been cleared by the Disclosure and Barring Service (DBS)
• Ensure the trip leader has agreed that all appropriate risk assessments are undertaken.
• Ensure compliance with DfEguidance on school visits.

• Receive 3 quotes for visits over £5000 and complete the appropriate quote comparison form
• Raise orders and book coaches,hotels, activities as appropriate.
• Maintain accurate and appropriatefinancial records and accounts via School Gateway, chasing students where necessary.
• Liaise with the EVA where appropriate regarding remission of costs.
• Deal sympathetically with low income families by organising suitable,…