Administration Co-ordinator

Role 

The Headmaster is looking to appoint an Administration Co-ordinator to manage the transport needs of the School including the five School minibuses and eight outsourced providers. The successful candidate should be confident in working independently, with the ability to use their own initiative.   

The School 

The King’s School Gloucester has a rich academic tradition dating back to its founding in 1541, with its educational roots stretching as far back as 1072. It houses the longest serving classroom in Europe and is held in high esteem amongst the local and wider community, winning Gloucestershire Independent School of the Year in 2020 and 2021. The School strives for excellence in all areas: the academic results are strong with student value added being equivalent to half a grade at GCSE and A-level; there is a wide-ranging sport provision and pupils reach national levels every year; in Music, our links with Gloucester Cathedral provide an ideal location for high quality orchestral and choral music; finally, the creative arts enjoy much success with their own dedicated design spaces. 

 Main Duties

 Transport Administration

• Manage day to day allocation of School minibus fleet including updating the online calendar for trips and other usage
• Monitor the usage of minibuses by all departments to ensure availability as required
• Allocate pupils to appropriate bus routes as required
• Liaise with new parents to allocate bus places and ensure they are aware of procedures, pick-ups and drop-offs
•  Liaise with bus companies regarding pupils on their routes and ensure registers are completed
• Manage Access and Excel software to maintain registers and ascertain billing/cost information
• Manage parent requests/queries
• Monitor general traffic conditions, particularly during adverse weather conditions and ensure parents are notified via Clarion Call regarding any potential disruptions or delays
• Line management of part-time minibus drivers
• Ensure safety of School minibuses and that they meet legislative requirements for maintenance
• Analysis of required bus routes and stops to meet the demand
• Assess coach/minibus requirements on a regular basis, based on demand
• Liaise with the Bursary administrator on any insurance issues
• Carry out driving licence checks for all staff who drive minibuses
• Report any issues with transport to the Facilities Manager
• Obtain quotations for School trips from coach providers
• Research and provide costings for new leases as and when required
• Continually look for improvements, efficiency and cost savings where possible

Facilities Administration

Support Facilities Manager in the effective provision of services by:

• Managing the work ticket system
• Allocation of work to wider facilities team
• Assisting with material and contract orders
• Overseeing Risk Assessment process and other Health & Safety documentation, as directed
• Assisting with process improvement and analysis of performance data
• Completing other administrative tasks as directed by the Facilities Manager
•  Support the Events and Lettings Manager as required to deputise in their absence
•  Supporting logistics associated with School events and external hires, including booking, invoicing and customer liaison
• Carry out any other duties appropriate to the position as directed by the Headmaster or Bursar 

Personal Profile

• Excellent customer service skills, be detail-oriented, and like solving problems
• Must be flexible and adaptable with ever-changing assignments
• Respect for confidentiality
• Proficient in Microsoft Office
• Excellent written and verbal communication skills
• Ability to prioritise workload and manage time
• Attention to detail
• Proactive, be able to show initiative and have a strong work ethic
• Enjoy working as part of a team

Salary

The salary for this role is £26,320 per annum.

Hours of Work

The hours of work are 8:00am to 4:30pm Monday to Friday (37.5 hours per week), term-time only plus three further weeks during the published School summer holidays, plus INSET days. There may be other occasions when you are required to work and remuneration for these hours will be paid.

Benefits 

•  A contributory pension through Aviva APTIS 
• Generous fees remission for children at King’s 
• Access to a doctor for advice and short consultations  
• Cycle to Work Scheme / Car Scheme 
• Lunches 
• Parking 

Applications 

Candidates should apply by completing the application form and a letter of application. A CV is not required. Applications should be addressed to: 

The Headmaster, The King’s School, Pitt Street, Gloucester, GL1 2BG.

 e-mail: recruitment@thekingsschool.co.uk  Website: www.thekingsschool.co.uk 

The King’s School 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: references from previous employers, a Disclosure and Barring Service check at the enhanced level, as well as eligibility to work in the UK (in compliance with UK immigration regulations). Interviews will be conducted in person, and they will explore candidates’ suitability to work with children. In line with Keeping Children Safe in Education an online search will be carried out for short listed candidates only – this will consist of a Google and social media search. The search is looking for anything that calls into question the candidate’s suitability to work with children, or could cause harm to the reputation of The King’s School. Any information discovered will be shared with members of the interviewing panel prior to interview.