Reporting to: Centre Manager
Working hours: Full time (37.5 hours) per week, Monday to Friday between the hours of 08:30 and 17:00. Visiting homestays may fall outside contract hours, in which case, time may be taken in lieu by agreement with the Centre Manager. In addition, occasional weekend duty for additional remuneration.
Duties:
Reception:
· staffing Reception with the Student Services and Enrolment / Group Bookings Officers.
· dealing with queries and complaints, providing a professional image to students, staff, hosts, suppliers and the general public
· covering holiday / absence of other members of the administration team
Administration:
· ensuring that student, host and placement records are being maintained by the AWO
· ensuring records are complete and are in line with current legal compliance and criteria from accreditation bodies
· obtaining DBS checks on homestays in line with ELC Safeguarding and Child Protection Policy.
· ensuring the accuracy of payments to homestay hosts
· following ELC policies on Data Protection
Accommodation:
· ensuring that there are sufficient homestays to accommodate the varying number of students at ELC during the year. This includes checking course ceilings predicted numbers of students with the Centre Manager thus having an overall picture of the number of homestays required. To recruit new hosts as necessary.
· ensuring hosts are revisited every two years and hosts who accept under-18s are revisited annually.
· matching students to homestays that take account of their needs (e.g. allergies, sex, diet, cultural background, length of stay) and considering factors such as distance from school, proximity to other students, bus routes, well-lit roads, local area, as appropriate.
· providing clear and accurate information to potential students, agents and parents prior to arrival about accommodation and welfare through email correspondence and Accommodation Confirmations.
· booking students with hosts by telephone or email and confirm in writing; keeping detailed and accurate records of all bookings made on database.
· maintaining positive relations with accommodation providers, students and their representatives.
· dealing with problems raised by either the student or the host during the student's stay. Follow up serious complaints and take action as necessary in liaison with the Centre Manager. Maintain records of issues and actions taken.
· overseeing student houses in the summer period. Ensuring the houses are visited regularly, meet industry standards, health and safety criteria are met, meets and greets are organised and issues dealt with promptly.
· liaising annually with the hotels ELC has an agreement with to agree prices for the following year. Visit these hotels annually to ensure the level of provision and services is maintained and check fire risk assessments.
Welfare
· offering pastoral care for students with welfare needs. Liaising with ETOs, other staff, homestay hosts and family members of the student. Ensuring care is offered sensitively and confidentially.
· assisting students with welfare problems, for example attending hospital, doctor, police station or magistrate’s court.
· being involved in first day induction and ensuring all new students have provided their up-to-date contact information as well as emergency contact information.
· providing up to date information for students on welfare issues such as local private accommodation, places of worship, and external specialist agencies and support groups.
· taking into account feedback from students. Deal with problems raised by either the student or the host during the student's stay. Follow up serious complaints and take action as necessary.
· Member of School Emergency Management Team
Under 18s
· being responsible for general issues to do with the welfare of students and especially those aged under 18. Providing ongoing support for under 18s during the course.
· ensuring hosts are recruited following ELC Safeguarding polices
· ensuring hosts and students are aware of ELC Safeguarding policies
· on arrival, ensuring under 18s are aware the AWO is available for pastoral care
· organising and recording regular meetings for under 18s to check their welfare
Other duties
· other administrative duties may be requested by the Centre Manager
Job Types: Permanent, Full-time
Pay: From £30,000.00 per year
Benefits:
- Company pension
- On-site parking
- Sick pay
Ability to commute/relocate:
- Eastbourne BN21 3LD: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Education Administration Occupations: 1 year (preferred)
Work Location: In person
