JOB DESCRIPTION. Travel Officer. HR Department March 2018 Page 1

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1 Sherborne School (SS) is a boys independent school situated in the shadow of Sherborne Abbey. Founded by Royal Charter in 1550, the school has roots going back to the origins of the See of Sherborne in 705. There are eight boarding houses containing a total of about 600 boys (aged 13-18). Sherborne International (SI) was set up by Sherborne School as a separate facility to enable overseas boys and girls aged 11 to 17 to be prepared linguistically, culturally and educationally before joining independent British Schools. For the purposes of this document the two are collectively known as the Schools. The Schools together form an extraordinary community with a rich heritage and ambitious outlook. The students are talented, engaged and interesting, and staff are likewise. JOB DESCRIPTION Sherborne School Recruitment and Selection Policy Statement Sherborne School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Applicants for this post must be willing to undergo child protection screening, including reference checks with previous employers and a criminal record check with the DBS. Job Title: Location: Line Manager: Hours of Work: Holidays: Salary: Sherborne International, Sherborne School Registrar & Head of Marketing 40 hours per week, 8.30am to 5.00pm (less 30 minutes unpaid break each day) Monday to Friday. There will be a requirement for flexibility in hours on occasion to meet the demands of the post including out of hours and weekend work during student travel periods. This may include a requirement to support school reception on Saturday mornings on an infrequent basis. 5 weeks holiday per year + Bank Holidays. Attendance may be required on Bank Holidays that fall during term time or short course periods, for which time off in lieu will be given. Holiday leave dates will be authorised by the Registrar & Head of Marketing, usually avoiding the main travel periods during the year. A maximum of two weeks holiday leave may be taken during the summer courses in July and August, following approval from the Director of Short Courses. 22,360 per annum. Salaries are paid monthly in arrears direct into nominated bank account and are normally reviewed annually in September. March 2018 Page 1

2 Probationary Period: Medical Report: DBS Disclosure (Police Check)/References: Post-holder s Responsibility: In accordance with School policy, this appointment will be subject to a sixmonth probationary period. The offer of appointment will be conditional upon the provision of a medical report, which satisfies the senior School Doctor. As Sherborne School is registered to ask exempted questions under the Rehabilitation of Offenders Act 1974, successful applicants will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings; further details are available upon request. This post is also subject to receipt of two satisfactory written references, one of which must be your current/last employer- You share with all staff the responsibility to promote and safeguard the welfare of children and young people for whom you are responsible, or with whom you come into contact. In doing so, you are expected at all times to adhere to and ensure compliance with the School s Safeguarding Policy. If you become aware of any actual or potential risks to the safety or welfare of children in the School, you must report any concerns to the School s Designated Safeguarding Lead (Child Protection Officer). Principal Role This is a full-time, year-round position to manage Sherborne International School s travel operations. The principal role will take responsibility for organising student travel all year round within the UK at the start and end of term, half-terms, exeats, during the Spring and Summer courses and to future schools for interview. Responsibilities also include support to the admissions team for visa processing and liaison with all taxi and coach providers. General responsibilities cover a broad spectrum of duties to deliver effective and efficient administrative support to the school. Core Responsibilities Duties: Manage all student travel arrangements to and from school (within the UK) at the start and end of term, exeats, half-term holidays and during the Spring and Summer courses. Act as travel point of contact with parents, agents and guardians via telephone and and as the School point of contact with taxi firms and travel providers. There will be occasions when this will require out of hours and weekend working, especially during student travel periods; Liaise with the Director of Future Schooling to arrange student travel to interviews and visits and assist with the setting up of student skype interviews; Manage travel and accommodation bookings and itinerary for senior staff on school business trips to keep in line with the approved budget; Manage travel bookings for school activities such as trips and sports matches. Maintain up to date records for coach companies including operator licensing checks; Support Registrar & Head of Marketing in the administration of student visas, BRPs and control of student passports; March 2018 Page 2

3 Manage Police Registration for students as and when required; To maintain the agent commission payment spreadsheet; Liaise with the billing administrator to ensure all student travel charges are recorded; Provide general administrative support as part of the school admin team to the school senior management team (SMT); Develop a close working relationship with the Short Course & General Administrator and understanding of their role, such that mutual support and/or deputising during periods of high workload or annual leave can take place; Support the staffing of the school reception with other members of the admin team when receptionists are absent. This may include a number of Saturday morning duties during term time throughout the year (approx. 6 annually); Any other duties as reasonably required by the Registrar & Head of Marketing or Principal. Skills, Experience & Personal attributes required Essential: Excellent communication and interpersonal skills, including an approachable and professional telephone manner; Strong administrative skills and administrative role experience, with a keen eye for detail and methodical approach to work; High level of IT skills, including the proficient use of the Microsoft Office suite of software (particularly Excel, Outlook, Word and Mail Merge); Energy, enthusiasm, commitment and enjoyment of team working; Ability to work independently, calmly, efficiently and to effectively prioritise at busy times; A willingness to undertake a wide range of tasks. Desirable: Experience of working within a customer facing environment; Experience of database use and website administration; Experience of working in an educational environment. March 2018 Page 3

4 Training Requirement for Administrative Staff this list is not exhaustive and the post holder may be required to undertake other training as required by the School Training To be completed by Frequency Safeguarding (Child Protection) and Prevent Training Before employment commences Every year Induction with Line Manager Within the first 3 months of employment Emergency First Aid Training (if required within the Department) Within the first term of employment Every 3 years but offered annually Fire Awareness Within the first term of employment Every 3 years Manual Handling Within the first term of employment Every 3 years Display Screen Equipment (DSE) User Within the first term of employment Every 3 years Driver Training (MPV/Minibus) Within the first term of employment Every 3 years isams training isams training for the role will be part of induction TERMS AND CONDITIONS Non-Smoking Policy: It is the policy of Sherborne School (encompassing Sherborne International, Sherborne School Leisure and Sherborne School Trading) that all our workplaces are smoke free, and all employees have a right to work in a smoke free environment. Smoking is prohibited in all areas of the School, both internal and external; this includes company vehicles. This policy applies to all employees, contractors and visitors. Pension: The post-holder will be able to join the Sherborne School Support Staff Pension Scheme on the first day of the month after completion of two month s service. Where eligible the post-holder will be auto-enrolled into the Pension Scheme as per current legislation; further details may be obtained from the Head of HR (Bursary). Sports Centre Membership: Reduced membership of the Sherborne School Sports Centre (including swimming pool, gym and classes) is available for all employees. March 2018 Page 4

5 Method of Application Please complete and return the Sherborne International Application Form. Please do not send in a curriculum vitae (applications received that have sections crossed through marked see attached cv will be returned) In the event of any queries please contact: Mrs Samantha Belgeonne - Recruitment Manager Sherborne School Abbey Road Sherborne Dorset DT9 3LF Tel: hr@sherborne.org Closing date for applications: 9am on Tuesday 17 April 2018 Interviews likely to take place: During week commencing 23 April PLEASE INDICATE ON YOUR APPLICATION FORM IF YOU ARE UNAVAILABLE TO ATTEND INTERVIEW ON THIS DATE. Anticipated Start Date: ASAP March 2018 Page 5