Administrator Required for Ardmay House International Summer School
Ardmay House International Summer School (AHISS) is an award-winning, family-run summer school based in Arrochar, Argyll. In 2017, our programmes will run from 22nd June – 12th August and in each week we welcome up to 60 students aged 8-16 from a wide variety of different countries.
We are now seeking to appoint a suitably qualified and experienced Administrator to assist in preparations for the Summer School and to perform administrative duties throughout the Summer School itself.
Post title: Administrator
Salary Scale: £250 - £275 (depending on experience) per week plus full board and accommodation
Responsible to: Course Director/Operations Manager
Maximum hours per week: 42 hours over 6 days (22nd June – 12th Aug, May – June: Mon – Fri 9am – 5pm)
Contract Dates:Mid-May (Date TBC) – 12th August 2017
Duties
The Administrator will be responsible for AHISS administration and will work closely with the Course Director and Operations Manager to administer and deliver the International Summer School. The duties will be wide and varied. However, they will include the following:
-Be a central point for management of enquiries and ensuringtimely, accurate and complete provision of information to staff, parents and students;
-Provide administrative support to the Course Director and Operations Manager;
-Research, make bookings and payment for activities and excursions;
-Liaise with other areas of the school regarding course logistics e.g. catering, bedding, cleaning and housekeeping, changeover days etc;
-Coordinate transport including airport transfers and travel arrangements for excursions and off campus activities;
-Develop and implement effective systems to provide efficient, accurate and timely running of the office during the course including accounting, production of student reports, storage and distribution of student documentationand pocket money;
-Produce reports as required for travel, class lists, dorm lists or medical conditions;
-Order resources where required as advised by the Course Director/Operations Manager
-Organise all staff and Group Leader administration
-Provide assistance with processing bookings and enquiries where required;
-Assist with production of documentation and co-ordination of schedule for student and staff induction programmes;
-In conjunction with the Operations Manager, ensure that appropriate legislation, regulatory requirements and risk assessments are fully met and relevant policies are developed and maintained;
-Manage anefficient system for administration of pocket money;
-Manage a system for safe storage of student documents in AHISS office;
-Manage and reconcile petty cash;
-Ensure staff are informed of all medical/dietary and any specific pastoral conditions;
-Issue weekly lists showing arrival and departure information, weekly list of students, weekend timetable/numbers for catering and housekeeping staff, and to inform staff about forward numbers;
-Liaise with Operations Manager and Activities Coordinator for airport transfers, off-campus activities and excursions;
-Ensure ticket, passports and unspent pocket money are issued in time for departure;
-Ensure Student satisfaction surveys are completed and returned and to compile a summary of results
-Create student certificates and conduct a final check of student reports and Certificates prior to students’ departure.
Person Specification -- Essential criteria
-Proven administrative experience, including familiarity with MS Word, Excel and Outlook.
-Proven ability to deliver an outstanding level of customer service.
-Outstanding organisational, administrative and communications skills.
-Ability to work under pressure and manage competing demands.
-Flexibility and a positive attitude at all times.
-For the benefit of students paying to attend the course to learn English, applicants must be a native, or near native, speaker of English.
Working with Children
All staff applying to Ardmay House International Summer School will have stringent checks made as to their suitability to work with children. Appointment will be subject to the following:
-Receipt of two satisfactory references, which will include responses to a specific enquiry about whether there is any impediment to the prospective staff member being employed in a situation where he/she will have responsibility for/access to and the care of children
-Receipt of a satisfactory PVG certificate.
-Proof of identity and all relevant qualifications will be required and photocopies taken of the original certificates.
For more information please visit or email Miss Gail Ritchie (Course Director):