Homestay Co-ordinator Job Description

Opportunity Education Ltd.

Opportunity Education is a provider of: English Language, English Culture and Immersion, Enterprise and Sports programmes;it is based in the South of England.

Mission statement

To provide educational programmes that empower candidates to continue on a journey of lifelong learning, enterprise and cultural discovery.

Our programmes

Opportunity Education (OE) currently has three key types of programme that are running at education sites across the UK in the summer of 2017:

  • English and Culture Summer Programmes: A programme aimed at 8-16 year old Chinese students to help them develop their English skills whilst exploring the South of England and experiencing immersion with British students.
  • English Immersion Programmes: A programme aimed at 8-16 year old Chinese students to help them develop their English skills whilst experiencing life at an English school and living with an English host family.
  • Enterprise, Sports and Chinese Cultural Immersion Programmes: These are aimed at 8-16 year old British students during the summer holidays, where they can make new friends and experience new cultures by immersing themselves in a learning environment with a host group visiting from a Chinese school.

Homestay Co-ordinator role overview

The Homestay Co-ordinator’s role is to manage and co-ordinate the homestay provision on the multiple programme sites that Opportunity Education are operating in the summer of 2017. This could be a network of up to 8 sites in the Hampshire, Dorset, (and Greater London if applicable). They will plan, organise and oversee delivery of the homestay programme to the highest level of quality. They will ensure all company Homestay Co-ordinator are wide-ranging and include the following:

  • Key knowledge of legal issues around Homestay and safeguarding, as well as close communication with OE’s Designated Safeguarding Officer
  • Marketing and Advertising to recruit new host families for the network
  • Visiting homestay applications and completing an initial visit, and if successful processing the application, DBS check and database entry
  • Communication with host families and visiting groups, addressing any issues that arise during the course of an OE programme
  • Financial Management of the Homestay network

Positions, duties and responsibilities

Key knowledge of legal issues around Homestay and safeguarding, as well as close communication with OE’s Designated Safeguarding Officer

And

Visiting homestay applications and completing an initial visit, and if successful processing the application, DBS check and database entry

  • First point of contact for all homestay families when concerned about a child
  • Ensure that concerns are logged and stored securely
  • Decide whether any host family concerns are sufficient to notify Children’s Social Work Services or whether other courses of action are more appropriate
  • Ensure that the OE safeguarding policy is kept up-to-date
  • Responsible for ensuring that OE comply with safe recruitment procedures for new host families
  • Oversee host family recruitment and make sure all host families understand OE safeguarding policy and procedures.
  • Visiting host families after application and carrying out thorough checks in accordance with OE’s policies
  • Processing successful homestay applications, including DBS checks, database entry and ID checks
  • Promote a safe environment for children and young people

Marketing and Advertising to recruit new host families for the network

  • Ensure all host families are contacted before the Summer of 2017, and appropriate customer retention actions are provided to ensure customer loyalty to OE
  • Leafleting, and putting adverts out through local schools and community publishing, in order to recruit new host families for the network
  • Produce internet adverts in order to recruit new host families for the network, as well as liaising with the OE social media team to put out adverts

Communication with host families and visiting groups, addressing any issues that arise during the course of an OE programme

  • Matching host families to students in advance and making sure all parties are prepared for the homestay visit during the course of the OE programme
  • Manage the homestay network that students on the OE site are staying at: including managing the communication channels between parents, students, and the site of study.
  • Ensuring drop off and pick up times, lunch arrangements, and evening and weekend arrangements, are adhered to by the host family.
  • Ensuring that students always behave in a respectful and appreciative manner towards their host family.
  • Ensure any issues that arise with homestay are dealt with in a swift and final manner.
  • Actively promoting a homestay network that encourages a quality homestay experience, including organising activities that all the host families can get involved in, promoting collaboration and enjoyment of OE’s programmes

Financial Management of the Homestay Network

  • Work closely with the OE accountant to ensure all host families are paid on time
  • Ensure any agreed programme costs are recorded and kept to budget

Reporting lines

The post holder should report to the OE Programme Director, or a delegated member of the OE Director team, and should work closely with OE Camp Director’s and Immersion Programme Co-ordinator’s who manage the education programmes happening at OE’s sites in the summer of 2017.

Person specification

Qualifications

Desirable
Bachelor’s degree, preferably in Management, Business or related discipline
First aid certificate
Child safeguarding training

Experience

Essential
Working with children and families
Desirable
Financial management
Experience of managing a team of people remotely
Experience in the UK enterprise, English and sport short course market
Working with Chinese education organisations

Skills & Attributes

Essential
Rigorous attention to detail
Dynamic, creative and flexible approach
Excellent budgeting and financial management skills
Excellent organization and communication skills
Ability to engage with a wide variety of internal and external stakeholders
Ability to manage, lead and inspire a team
Ability to work in a high pressured environment
Flexibility & enthusiasm
Good time management skills

Working hours and remuneration

The Homestay Co-ordinator will be paid according to a pre-agreed salary prior to the post appointment, and working hours will be 45 hours per week, plus on-call out of hours work on evenings and weekends, for the duration of the programme. A log should be kept of any hours worked outside of normal working hours should any on-call issues arise, and these will be remunerated fairly on discussion with the OE Programme Director. It should be noted that this is a demanding role with a high level of responsibility, with a rewarding package upon delivery of a successful Homestay Programme in Summer 2017.

Additional guidance notes

Applicants should please note:

• References will be followed up

• All gaps in CVs must be explained

• Proof of identity and (where applicable) qualifications will be required

• Reference requests will ask specifically whether there is any reason that they should not be engaged in situations where they have responsibility for, or substantial access to, persons under 18

• Appropriate suitability checks will be required prior to confirmation of appointment, to include an enhanced DBS check

Equal Opportunities Statement

OE recognises that discrimination and victimisation is unacceptable and that it is in the interests of the Company and its employees to utilise the skills of the total workforce. It is the aim of the Company to ensure that no employee or job applicant receives less favourable facilities or treatment (either directly or indirectly) in recruitment or employment on grounds of age, disability, gender / gender reassignment, marriage / civil partnership, pregnancy / maternity, race, religion or belief, sex, or sexual orientation.

Web: Phone: 02380 970188

Opportunity Education Services Ltd. Registered in England & Wales No. 9296424

Registered Office: The Studio, Winters Hill, Southampton, SO32 2AL