Job overview
The Judd School is a high performing boys’ grammar school which is enriched by a mixed sixth form. Our 2025 Ofsted Report deemed us to be Outstanding in all areas.
We seek to appoint a Trip Administrator to assist in the administration of the school’s UK and international trips, working closely with the Educational Visits Co-Ordinator (EVC), Trip Leader and Finance Team to ensure that trips are run in compliance with all aspects of school policy.
Salary Range: Judd C (£26,956-£27,765) pro rata, actual salary £23,601 to £24,309
Hours: 37 hours per week (term-time only) plus 5 inset days
Reports to: Educational Visits Co-Ordinator (EVC)
Further details about the school and the job description can be found at https://www.judd.online
When applying please ensure you complete full employment and education history, including grades achieved at all levels. We will not be able to consider your application otherwise.
Early applications are very much encouraged; the school reserves the right to interview and appoint before the closing date.
Position start date: 01 September 2026
Closing date: Monday 27th July 2026, 12 Noon*
Interviewing: w/c 27 July 2026
*the school reserves the right to interview suitable candidates before the closing date. Therefore, if you are interested in applying for the role, we recommend you do not delay in submitting your application. If you require a terms notice please apply early.
The Judd School is committed to the safeguarding and welfare of young people and expects all staff to share this commitment. Our commitment is underpinned by robust processes and procedures that seek to minimise risk and continuously promote a culture of safeguarding amongst our workforce.
All posts within the school are subject to an enhanced DBS check. We welcome applications from all sections of the community, regardless of gender, race, religion, disability, sexual orientation or age.
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Main Duties and Responsibilities – Trips Administrator
Educational Visits
- To work as part of a team of two, managing the administration of the school’s UK and international trips, working closely with the EVC, Trip Leader and Finance Team to ensure that trips are run in compliance with all aspects of school policy, including:
- Health and safety guidelines and other relevant policies and obtaining all necessary approvals
- Completion of venue and transport bookings
- Collection of all monies due from parents and payment of providers in accordance with previously agreed dates
- Liaising with trip leaders, parents and providers throughout
- Proper and accurate recording of all information.
- The fair selection of students to allocated places
- To prepare and issue communications to parents and students regarding trip offers, payments and itineraries.
- To manage the randomization process for selecting students where trips are oversubscribed.
- Prepare requests for approval of trips on the KCC Evolve system and ensure all relevant information is gathered, checked and passed on to enable trip approval to be given.
- Liaise with the Headteacher regarding any trips that have not gained KCC approval.
- Liaise with the EVC to ensure that the Educational Visits Policy is kept up to date and relevant.
- To ensure that all relevant Health and Safety processes are in place with regards to risk assessments, student and staff medical information.
Finance Duties
- Prepare all the financial aspects of each trip, including allocating receipts from parents, chasing unpaid amounts and paying suppliers on a timely basis for each trip’s costs. Produce financial analysis of all trips and report on any large variances.
- Assist with Parent Pay and School Fund Finance software and administration processes.
- Bank and record all receipts into the school fund and ensure these are entered accurately onto the accounts software.
- Ensure value for money purchasing occurs at all times and investigate ways of working and buying more efficiently.
- To assess, with the relevant trip leader, the financial viability of each trip and ensure they do not make a loss.
Other Duties
- Work with staff and students to support financial and administrative aspects of in-school events
- Prepare management information as requested on an ad hoc basis.
- Assist and ensure proper records are retained for accounts preparation and GDPR purposes.
- To liaise with insurers where trip-related claims have been required.
Knowledge and Skills
- Experience of basic accounting and experience of financial software systems are desirable.
- Experience of managing UK and worldwide educational visits, travel, and international transport would be advantageous
- Ability to work within a small team and individually as necessary.
- Strong communication skills, both written and verbal.
- High attention to detail and ability to follow precise instructions.
- Computer literacy, especially good knowledge of google suite.
Personal Qualities
- Personable and able to get along with any members of staff.
- Empathetic to difficult circumstances and feel comfortable with talking to parents about non-payment of trips.
- Well organised, with exceptional administration skills.
- A flexible, accommodating personality, able to deal with emergency and last-minute adjustments.
- Confident with processing numbers.
This job description reflects the current requirements of the post. As duties and responsibilities change, the job description will be reviewed and is subject to amendment in consultation with the post-holder.
Job Types: Full-time, Permanent
Pay: £26,956.00-£27,765.00 per year
Benefits:
Work Location: In person
