IET Educational Trips & Visits/ General Admin

Please visit our website for application pack and application form.

https://www.isleeducationtrust.co.uk/page/?title=Vacancies&pid=23

Job Description:

• Research any proposed trip locations and providers to ensure they are reputable and have necessary registrations in place.

• Keep up-to-date with all legislation and best practice advice on the running of educational visits and events, and ensure that all activities and events meet guidance requirements;

• Ensure Health and Safety procedures, including Risk Assessments and Emergency Procedures are rigorously formulated and applied;

• Monitoring the educational value, coherence and creativity of educational visits

• Responsibility for logistics of all scheduled visits on the trust calendar.

• Cost visits thoroughly to ensure minimal risk of making a loss.

• Book any transport required.

• Ensure the Evolve software entry is completed accurately and ensure it is sent for approval at the appropriate stages.

• Use the Evolve system to run the visits/trips process for the Trust, following the IET trips and visits policy.

• Administer the Evolve visits system, keeping records of all visits including reports of accidents or issues arising

• Set trips up on the Payment system to receive consent forms and payments.

• Manage correspondence with parent’s including via letter/email/phone

• Ensure all invoices in relation to the trip are paid and ensure the trip finance is balanced.

• Oversee the preparation procedures for all educational visits, both domestic and foreign advising the Group Leader as required, making staff aware of the details of all proposed visits;

• Ensure each trip leader and the emergency contact have a complete pack including participant register/info/consents.

• Ensure trip leader has first aid kits, emergency contact list etc.

• Maintain a log of all past trips and an overview of all upcoming trips.

• Attend parent meetings in relation to trips.

• Oversight for logistical arrangements including catering, transport, security, insurance, parent meetings and information and other relevant arrangements of all visits;

• Ensure appropriate training is available to staff involved in the running of school visits, especially for those involved in designated tasks such as Group Leader;

• Assess the competence of Group Leaders and other staff or volunteers accompanying a trip, and monitor Group Leader planning;

• Keep up to date records of staff participation in visits and assist with selection of staff for visit;

• Liaise with all external providers where necessary for local and international visits;

• Periodical checks on competency of trip leaders, ensuring they are following the Trust trips and visits policy and necessary safeguarding procedures.

• To work as part of the main IET office team where required.

• To uphold and actively support the Trust’s policies and procedures.

• Undertake any other duties, which might be reasonably regarded as within the responsibilities of the post, subject to the provision that any changes of a permanent nature shall be incorporated into the job description in specific terms