Responsible to the Marketing and Operations Director, the Operations Manger has responsibility for ensuring the students’ database profiles are up-to-date, and all documents uploaded.  The Operations Manger is able to work on his or her own initiative but also as part of a team, and has excellent organisational and interpersonal skills. Working hours are flexible, and some weekend and out-of-office hours work is required.

 

A successful operations department helps the school by:

•       providing more time for sales team to work on business development

•       allowing the sales team team to focus on maintaining its clientele

•       allowing more targeted marketing strategies to take place, by having more time to analyse data, release promotions and track conversions 

 

Principle Responsibilities:

 

Pre-Arrival:

•       To ensure all student and group information and documents are collected prior to arrival

•       To ensure all student and group information and documents are uploaded and entered into the school database

•       To chase outstanding information and documents

•       To ensure all documents have been submitted and completed correctly, and to request any amendments necessary; such documents include:

•       Enrolment Forms

•       Consent Forms (students under 18)

•       Passport copies

•       To monitor payments to ensure all payments have been received prior to arrival

•       To ensure all students and groups have submitted arrival and/or departure information

•       To send pre-arrival information to students, groups and/or ETOs

•       To prepare schedules for groups and individuals

•       To monitor future arrivals to reduce the number of non-arrivals

 

Post-Arrival:

•       To maintain and update students’ database profile

•       To upload documents, including passports and placement tests to students’ database profiles

•       To ensure feedback is collected from students and recorded appropriately

 

Internal Communication:

•       To ensure all departments are aware of incoming groups and students in the short, medium and long term, in order to enable the school to plan and market more effectively 

•       To inform the marketing team of any outstanding payments

•       To ensure the Accommodation Officer is aware of students' arrival and/or departure information

•       To ensure the social programme coordinator is aware of any specific requests or changes to the standard programme

•       To ensure the Designated Safeguarding Lead is aware in advance of any students under 18 studying for longer than 28 days

•       To ensure the Director of Studies and Designated Safeguarding Lead are aware of any medical conditions or special educational needs

•       To ensure kitchen staff are aware of any dietary requirements

•       To ensure homestay providers are aware of any dietary requirements and medical conditions

•       To work with the Deputy Principal to prepare handbooks and notices for students and others, including:

•         Student Handbook

•         Accommodation Handbooks

•         Safeguarding notices

•         Health and Safety notices

•          Induction materials

 

Social Programme

•       To develop, alongside the school management team, new social programmes for both young learners and adults

•       To plan and lead the social activities offered by the school

•       To assist in the recruitment of and to line-manage social programme leaders

•       To carry out risk assessments for all activities

•       To book tickets for attractions

•       To book coaches

•       To liaise with group leaders regarding activities for Young Learner groups

•       To complete administrative paperwork in line with legal and accreditation responsibilities

•       To assist the Marketing and Operations Director and Deputy Principal with any other duties within the scope, spirit and purpose of the job

•       Keep track and record activity leaders and intern schedules and hours for payroll

 

Operations:

•       To assist in development of operational procedures and policies

•       To ensure all departments in the school are coordinated and apprised of relevant information

•       To maintain students’ database profile

•       To upload documents, including consent forms and passports, to students’ database profiles

•       To send pre-arrival information to future students

•       To ensure feedback is collected from students and recorded appropriately and provide monthly analysis

•       To provide a welcome service and induction for groups on arrival

•       To assist the Marketing and Operations Director and Deputy Principal with any other duties within the scope, spirit and purpose of the job

•       To participate in Monday induction to students

•       To maintain and track a log of complaints on the operational side of the business

•       Meet and induct group leaders on arrival

 

 

 

Safeguarding Responsibilities

Burlington School is committed to safeguarding and promoting the welfare of its students, and expects all stakeholders to share this commitment. All stakeholders must be aware of their responsibilities under legislation regarding Safeguarding, Health and Safety, and the Prevent Duty.

 

It is the responsibility of all staff to promote the safeguarding the welfare of children and young persons for whom they are responsible, or with whom they come into contact.  All staff must adhere to and ensure compliance with the school’s Safeguarding and Welfare Policy, and the Staff Code of Conduct at all times.

 

If, in the course of carrying out your duties, 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.

 

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