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Trips and SLT Administration Assistant

Job Title: Trips and SLT Administration Assistant
Contract Type: Permanent
Location: Sutton, Surrey
Salary: £80 - £400 per week
Start Date: September 2018
REF: T&SLT.A_1532339373
Contact Name: Richard Brittain
Contact Email:
Job Published: over 2 years ago

Job Description

Trips and SLT Administration Assistant required for outstanding school in Sutton.


Administer educational visits and trips and enrichment activities across the school. Provide administrative support for members of the Senior Leadership Team.

Reporting to:

Business Manager



  • Work closely and effectively with the teaching staff to ensure the successful outcome of each trip.
  • Liaise with parents and students to ensure their happiness and welfare on the trips. Some students will require special assistance and extra organisation to enable them to go on a particular trip, for example, a child in a wheelchair or students requiring learning support assistant support on the trip.
  • Deal directly with school travel companies particularly when the trip is overseas and also airlines, hotels and restaurants when organising the trip.
  • Book flights for students directly with the airline.
  • Liaise with travel companies and creating trip itineraries.
  • Book events, flights, hotels and transport through the relevant companies and agencies.
  • Liaise with the Director of Learning to administer extra-curricular provision within the school.
  • Liaise either with a school travel company with regard to the itinerary and proposed programme for the trip or working with the lead teacher to design itinerary.
  • Work with the Finance Officers and using Parentpay.
  • Prepare medical information for trips from the school database.
  • Deal with insurance claims via the school's preferred insurance company.
  • Work with the lead teacher for the trip and calculating the cost of the trip taking into consideration what was charged last year (if applicable) and making adjustments for the new trip.
  • Set up a trip on Parentpay (software package used by the school to enable parents to pay for the trip).
  • Send out the initial letters to parents via Tutors.
  • Set up a payment system and recording in the diary when payments have to be requested to ensure that travel companies are paid on time. Reminding students/parents when the next payment is due.
  • Work closely with the school's Finance Officers to ensure payments are correct and any issues are dealt with quickly and efficiently.
  • Provide medical / contact lists of all students on each trip. Liaising with the school nurse to see if there are any students with particular issues. Dietary and medical issues have to be given to the organising school travel company if applicable for each trip.
  • Liaise with the SEND department to see if any extra staff are required on trips to support students.
  • Prepare claims for the school insurance company for medical issues which arise which have prevented students from going on a trip.


  • Supporting eight members of SLT: The Deputy Headteacher, The Director Of Learning, The Business Manager, The Assistant Headteacher (Teaching and Learning) and four Associate Assistant Headteachers.
  • To be the first point of contact for personal, telephone or written communication with the SLT, ensuring a high standard of courtesy and respect and demonstrating maturity in dealing with a wide range of different people with different needs.
  • To manage the SLT's time effectively, including active diary management, working to agreed priorities and targets.
  • To progress issues on behalf of the SLT where appropriate, notifying them of actions taken and outcomes secured.
  • To highlight issues which need the SLT's urgent personal attention.
  • To draft initial replies to routine correspondence for the SLT's consideration.
  • To make & manage arrangements for meetings organised by the SLT as required, including booking rooms, arranging resources, arranging appropriate catering, issuing invitations, agreeing agendas and drawing up delegate lists, liaising with Reception and/or the site team and others as appropriate To attend and take minutes at meetings if required.
  • To undertake other administrative tasks for the SLT as required


  • In conjunction with the line manager, take responsibility for personal professional development, keeping up to date with developments related to school efficiency which lead to improvements in the day to day running of the school.
  • Undertake any necessary professional development as identified in the School Development Plan taking full advantage of any relevant training and development available.
  • Maintain a professional portfolio of evidence to support the Performance Management process - evaluating and improving own practice.
  • To attend relevant training and development courses as required and identified during performance appraisals.
  • To work flexible hours when required.
  • To undertake such other duties as required by your line manager commensurate with the seniority of the post.

Contact Richard Brittain at Uniform Education if interested in applying.