Centre Administrator
Help run the logistics of our summer camps.
All Camp Locations
Role Overview
The Administrators are responsible for supervising and coordinating various aspects of school operations, including student affairs, facility management, and staff coordination, to maintain a well-functioning and efficient summer school environment. They also oversee communication and office management at the centre. They report to the Centre Manager and ensure all phone and email communication is handled appropriately.
(divided/ shared by 2 Administrators per venue):
To work closely with the Centre Manager to ensure that the venue’s administration is efficient and be in daily contact with Head Office.
To be the first point of contact for students and staff and to work closely with the Centre Manager, Medical Staff, House Parents and Welfare Manager to ensure the welfare of all children and staff. Any concerns should be reported to the Centre Manager/Welfare Manager immediately.
Manage all points of contact in the venue office (phone, post, and email) and deal politely and efficiently with parents and agents. The Centre Office must be staffed at all times during the day.
Oversee the room allocation of students, ensuring that the student requests and Company’s guidelines are adhered to.
To use the information provided by Head Office to create sports/music/EFL/ bed registers and liaise with Head Coaches/Head of Music/ DoS / House Parents to handle any requests for changes.
To manage all finances relating to the venue, including student pocket money and petty cash. This includes maintaining accurate records of transactions between the Company and its staff or students and ad hoc purchases as authorised by the Centre Manager.
To manage student check-in and check-out, including meeting parents and being responsible for collecting passports, travel documents, and pocket money and keeping these safe for the duration of the student’s holiday (in camp Safe).
To ensure that all Company records (e.g., incident and accident reports, complaints log, fire drill reports, etc.) are kept up to date at all times.
To manage all equipment, restocking and organising repairs where necessary, and signing Company property in/out to staff (e.g. keys/walkie-talkies).
To manage student feedback (completion and analysis of feedback questionnaires).
To oversee and coordinate excursions, including organising student groups (and pocket money), managing other staff, organising with the venue (booking tickets) and ensuring transport is booked.
To be the main point of contact for Group Leaders and to assist them with their group’s stay.
To oversee that end-of-week sport/music/ EFL reports and certificates are completed and compiled for all students.
About you
We look for Team Members who are: (Personal Specification & qualifications)
Highly organised with a good eye for detail and excellent time management skills
Flexible and adaptable approach to working hours
Able to deal well with pressure
Enthusiastic, friendly and to be able to respond sensitively to any pastoral matters
Excellent written and verbal communication skills
Good knowledge of MS Office, especially Excel, database experience (training experience) and sound knowledge of Google Drive are desirable
Professionalism: being of smart appearance appropriate to the role and using appropriate language
Desired: Have prior experience leading, organising and working with young students.
Ways we support our admins:
Paid, job-specific training prior to student arrival (induction programme)
Support on student-arrival day (day 1 - we will be there to help you!)
Fully paid Enhanced DBS check
CPD and appraisals
Wellbeing initiative - 24/7 Welfare and Medical support
All meals and accommodation included
Continual support for all staff from the Head Office Team, both on-site and via phone/email
Safeguarding and prevent training
Supportive team working environment
To Apply
If you have any further questions or are not sure what role to apply for, please contact us at: recruitment@exsportise.co.uk
All staff must pass employment checks, including confirmation that they are not barred from working with children. It is a criminal offence for any person who is barred from working with children to attempt to apply for a position with us. Working with Exsportise involves direct contact with vulnerable children and is exempt from the Rehabilitation of Offenders Act 1974.
SHOULD YOU BE SUCCESSFUL
Any gaps in your CV must have a reasonable explanation
You will have to prove your Right to Work in the UK
You must provide the details of two recent and relevant (professional) referees
You will be required to undergo an Enhanced Disclosure and Barring Service check (DBS), and equivalent if you live, or have lived, outside of the UK (Police check)
You will be asked to state that you have no known reason why you cannot work with children
Official identification and certificates will be required for our records
Exsportise Safeguarding Statement: Exsportise is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment, whether on or off duty. All staff are subject to a Disclosure and Barring Service (DBS) check.
Please be note that Exsportise may conduct online searches for shortlisted candidates as part of our legal duty to meet our safeguarding duties.
Working Conditions:
Rota & Days Off: Rotas and days off are scheduled by the Centre Manager. Any adjustments need their approval. Employees will work 6 days a week, with one dedicated 24-hour off period.
Sample Schedule/Rota - please see the job description
Working Hours: Typically 8:15-16:15 or 15:00 - 23:00, Monday - Friday. Weekend hours vary and can be longer. Additional duties are on rota basis. You'll be requested to sign an opt-out agreement for the 48-hour working week.
Welfare & Intensity: Our programmes require commitment and are action packed. Days can be long and demanding. Regardless of being on or off duty, Exsportise is committed to safeguarding and prioritising the welfare of students and staff is paramount.
Accommodation: Staff housing is provided at the course centre, single room with shared bathroom facilities.
Dress Code: When overseeing activities, sportswear is required so please avoid excessively short or revealing attire.
As part of the onboarding process, you will be asked to attend an online/in person meeting/event before the start of our courses.
