Required for: September 2025

Location: Deans Yard - Westminster School

Hours of work: 21 hours per week, with some flexibility on working hours. Please check the details below

Contract: part-time (term-time only), permanent

Salary: £17,114.23 (actual) equating to an full-time equivalent of £35,000 per annum

Benefits include:

 - Free school meals when on-site

 - Generous School pension scheme

 - Free access to the School’s leisure facilities, including a fitness gym (restricted hours). 

 - Cycle to Work Scheme and season ticket loans following completion of our standard probation period 

 - Private medical insurance (opt in).

The deadline for applications is midday on Friday 30th May 2025. Interviews will take place shortly after the closing date.

The post holder will initially assist with the administration of all off-site day trips (not including off-site sports fixtures), overnight and overseas trips for Westminster Great School. This is a new and exciting role within the School, and offers the post holder the opportunity to bring their current experience and develop new skills. 

Line managed by the Deputy Head (Co-curriculum, Events and Planning), the role will involve developing close relationships with both teaching and support staff who lead school trips, as well as external providers and parents/guardians. Excellent time management and administrative skills are also required.

It is anticipated that, over time, support may also be offered to Westminster Under School. The post holder will also be trained as an Educational Visits Co-ordinator. 

Additional benefits:

-    free school meals when on site

-    a generous School pension scheme 

-    free access to the School’s leisure facilities, including a fitness gym (restricted hours) 

-    access the School’s Cycle to Work Scheme and season ticket loans following completion of our standard probation period

-    Access to the School’s private medical insurance (opt in)

Hours of work

The role is required for 21 hours per week, term-time only, with two weeks required following the end of the school year to reconcile trip finances. 

We would ideally prefer candidates who can do three full days however we are willing to accept candidates who could do the hours across the week. This role is required to be fully office-based.

As the role is term-time only, holidays should be taken outside of term-time.

The role responsibilities include, but are not limited to:

Planning of Trips 

• Review schedule of trips over the coming 12-24 months, creating and updating a summary document to share with parents.
• Investigate possible providers/tour operators for trip leaders to work with to minimise trip exposure, admin time and costs and create a preferred suppliers list of approved providers for trip leaders to use, ensuring all relevant checks on suitability and compliance have been carried out.
• Liaise with the trip leader in planning the trip, setting the trip budget and sending letters to parents.
• Work with the Health, Safety and Sustainability Manager, to ensure that a full risk assessment, including the staff/pupil ratios and adequate insurance levels are in place for all trips. 
• Check that risk assessments have been communicated with all supervising staff, carefully addressing pupils’ individual needs and liaising with the School surgery as necessary, obtaining relevant GDPR consents to access personal data.
• Obtain coach and travel quotes and make bookings where necessary. Check the provider/tour operator’s booking confirmation documents are correct and all details as agreed.
• Ensure the letters to parents provide all necessary information, including cost and payment dates, in a clear, consistent, professional format and style.
• Ensure the trip leader has completed, where appropriate, the tour operator’s passenger lists with passport, medical and dietary information and submit them on or before their deadline.
• Support the trip leader to ensure all trip paperwork is completed in an accurate and timely fashion in accordance with the School’s financial procedures and trip policies.
• Ensure all offsite trips are recorded and approved with accurate information on the Expeditions website.
• Assist with the distribution of School mobile phones and advise staff on policy and procedure about communication with pupils and parents whilst away on a trip.
• Liaise with trip leaders to obtain photographs and stories for the Communications team.
• With the Deputy Head (CEP), analyse trip evaluations and action as appropriate. 

Finance and operational arrangements of Trips 

• Ensure the budget covers all likely costs, including insurance, based on the provider/tour operator’s quote, the previous running of the trip or a similar one, and any further activities required by the trip leader, and ensure through liaison with the Finance department that deposits are paid by parents. 
• Read and interpret terms and conditions for any bookings made, particularly regarding cancellation, and ensure deposits offset any cancellation fees, and that the School can comply with the conditions and have plans in place to do so.
• Work with Finance dept to set up a trip code and reconcile the trip Finance accounts on a regular basis, detecting and resolving any mis postings.
• As required, work with Finance department to set up the trip on the School payment system.  Monitor and report to the trip leader on payments received and costs incurred and alignment with the trip budget.
• Deal with staff and parent queries, liaising with Finance department as needed.
• Check trip invoices are accurate in relation to their booking confirmation and ensure they are submitted to Finance and paid on or before their due date.
• Working with Finance, arrange funds via currency cards or, exceptionally, cash.  Ensure all monies and paperwork are returned, reconciled and submitted to Finance as appropriate, with full explanations of any discrepancies in line with School policies.
• Review the trip leader’s final reconciliation of the trip account, working with them and the Finance department to ensure that all costs are captured correctly.  
• Prepare the calculation of trip recharges to pupils, ensuring that they have correctly captured all appropriate costs and the recharges are appropriate. Ensure the trip recharge to pupils is passed to the Finance department for billing following the final reconciliation.
• Liaise with the Head of Legal, Risk and Assurance regarding any insurance claims arising from trips, supporting with this as required.
• Identify long haul trips which must be sanctioned by SMC 
• Calculate the carbon offset which must be added to the cost of a trip and ensure that this donation is paid to the relevant charity.

Additional Responsibilities 

• Develop and maintain up-to-date knowledge of safeguarding, risk assessment and best practice in relation to the operational managing of school trips.
• Establish good practice and report to the Deputy Head (CEP) on any recommended changes to the Educational Visits Policy or trips administration process.
• Carry out any other activities required in relation to trips as directed by the Deputy Head (CEP).

Safeguarding Children

The appointee’s responsibility for promoting and safeguarding the welfare of children and young persons for whom they come into contact will be to adhere to and ensure compliance with the School’s Child Protection Policy at all times.  If in the course of carrying out the duties of the post the appointee becomes aware of any actual or potential risk to the safety or welfare of children in the School they must report any concerns to the Designated Safeguarding Lead.

Trips at Westminster School

Westminster offers an extensive variety of both cultural and leisure trips, and in an average year the school mounts approximately 60 expeditions (trips). Some of the School’s expeditions have been running for many years now, such as the longstanding Greek trip for Classics enthusiasts, which takes place at Easter. Each year, Year 12 pupils are offered the chance to travel to the States to scout out US university options. Twice a year, the School runs Lower School Expeditions (LSEs), for pupils in Years 9, 10 and 11. Recent LSEs have involved travel the UK and Europe, offering pupils the opportunity to photograph the Northern Lights in Iceland and to develop their climbing skills in Catalunya.