Oxford International Education Group
Operations Coordinator - Year Round Groups
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Coordinates operational delivery of adult and junior year-round education groups across four schools. Responsibilities include arranging transport, activities, catering, facilities, supplier services, operational records, handover documentation, and invoicing support. The role liaises with sales, admissions, clients, schools, and suppliers; supports presentations and agency visits; maintains compliance with accreditation and safeguarding requirements; and identifies process improvements across group operations.
Job Purpose
The purpose of this role is to coordinate and support the operational delivery of Year-Round (YR) provision, including Adult and Junior Year-Round Groups, across our four schools in Brighton, Edinburgh, Greenwich and Oxford.
Main Duties and Responsibilities
- Act as the operational point of contact for Adult and Junior Year-Round Groups inc YR residential.
- Liaise closely with Sales, Admissions and clients to confirm group requirements and translate these into individual programmes.
- Coordinate all operational arrangements prior to arrival, excluding accommodation to include transport and transfers, activities and excursions, catering requirements (where applicable), facilities and room usage for YR residential, using the wider operations team for support where required.
- In conjunction with the Operations Manager produce admissions and sales support materials, including but not limited to centre guidebooks for groups, individuals and special programmes.
- Produce clear, accurate and timely handover documentation and processes for each school, ensuring school teams have all necessary information to deliver the programme confidently on arrival, acting as a point of clarification for schools ahead of group arrival
- Create and maintain accurate records of transportation needs, liaising with coach, rail and other transport providers to secure services in advance.
- Work with suppliers to negotiate competitive rates and source new suppliers where appropriate and with the support of the Operations Manager.
- Establish and maintain a supplier database relevant to Year Round group operations.
- Book activities and entrances in coordination with the Operations Manager where required.
- Maintain detailed operational records to ensure accuracy, consistency and traceability across all group bookings.
- Develop and maintain a strong working knowledge of Oxford International’s Year Round provision for both adult and junior groups
- Work collaboratively with School Operations teams to identify improvements and efficiencies in group operations and handover processes.
- Support wider juniors operations team where required, particularly the non-seasonal special programmes.
- Ensure compliance with accreditation bodies.
- Assist in agency visits, fam trips and presentations when required.
- Ensure invoicing system is maintained, providing information to the Operations Director.
Person Specifications
Statutory requirements
- Eligibility to live and work in the UK
- Undergo an Enhanced DBS disclosure check or overseas equivalent
Qualifications
- Undergraduate degree in any discipline
- CELTA. Trinity TESOL and / or QTS in English or a Modern Foreign Language with ELT subsidiary (Desirable)
Experience and knowledge
- Experience working with group operations in an educational, travel or residential setting
- Strong understanding of operational requirements for adult and/or junior group programmes
- Experience working in a fast paced, deadline driven environment
- Knowledge of safeguarding and working with under 18s (Desirable)
- Experience coordinating transport, activities or events (Desirable)
- Experience working across multiple sites or centres (Desirable)
Skills and abilities
- Outstanding communication skills, both verbal and written
- Excellent organisational skills with the ability to prioritise a varied workload
- An excellent eye for detail and the ability to work accurately and efficiently
- Ability to prioritise workload, work to deadlines and under pressure
- A sound knowledge of Microsoft office with good IT skill
- Ability to function and communicate in a multicultural environment (Desirable)
- Experience of delivering presentations confidently and effectively (Desirable)
Personal qualities
- A fully supportive team member
- A positive, ‘can-do’ approach to work
- Willingness to work flexibly and ‘go the extra mile.
- Acts with integrity at all times.
Disclaimer
This job description is provided as a guide to the role. It is not intended to be an exhaustive description of duties and responsibilities and may be subject to periodic revision.
Oxford International is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service. This role involves working with children and is exempt from the Rehabilitation of Offenders Act 1974.
Oxford International is an equal opportunity employer. Every applicant and employee has the same opportunities regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status.
We reserve the right to close this vacancy earlier than the advertised closing date should we receive a high volume of suitable applications. We therefore encourage interested candidates to apply as early as possible.
We reserve the right to close this vacancy earlier than the advertised closing date should we receive a high volume of suitable applications. We therefore encourage interested candidates to apply as early as possible.
About
Oxford International Education Group is a renowned institution dedicated to providing exceptional educational experiences to international students. With a global presence and a commitment to academic excellence, we strive to empower students to achieve their full potential and thrive in a dynamic, interconnected world. We are proud of our culture and have recently been officially certified as a Great Place to Work ©!
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