More Than a Summer Job

The Academic Administrator reports to the Director of Studies. Their role is to carry out the administrative tasks of the Academic Department promptly and accurately.

Key Responsibilities:

- Ensuring the smooth running of the academic department.
- Promoting and safeguarding the welfare of students with whom you come into contact.
- Maximise student and Group leader satisfaction by dealing with logistical queries.

 Specific Responsibilities:

 Under the direction of the DoS:

- Monitoring and checking attendance.
- Collating test results.
- Assigning students to classes and communicating class allocation.
- Assigning teachers to classes.
- Printing certificates.
- Ensures teachers rooms are stocked with required resources.
- Check technology in classrooms, if required.
- And other administration duties as they arise.

Activity Leaders are at the forefront of delivering a successful activity programme, providing instruction, guidance and coaching to the students, whilst ensuring all activities are delivered to provide a safe, secure, and tolerant environment in a proactive and engaged manner.

Key Responsibilities:

- Promoting and safeguarding the welfare of students for who you are responsible and with whom you come into contact.
- Ensure the activities and excursions operates to the highest standards of relevant Health & Safety and safeguarding practices.
- Manage and instruct during onsite activities sessions which enable the development of students’ Life Skills.
- Manage and lead offsite excursions which enable the development of students’ Life Skills.
- Maximise student and group leader satisfaction by ensuring their experience meets or exceeds their expectations.

Specific duties include:

- To lead, supervise, motivate & engage students on activities and trips.
- To enthusiastically promote the Activity Programme
- To ensure adequate preparation & set up for on/offsite activities.
- To prepare, plan & lead students on excursions.
- To maintain levels of student discipline, safety, and welfare.
- To assist in day-to-day general duties as instructed by senior management.
- To work in a way that promotes the safety and well-being of children and young people.
- To carry out residential supervision duties, including meal and bedtime supervision as requested by the Centre Manager (Where applicable)
- To complete ‘prep time’ in accordance with the requirements outlined by line managers to benefit the delivery of the activity and excursion programme.
- To help manage and maintain activity stock, which will include lifting of equipment.

The Activity Manager is responsible for the organisation and delivery of a high-quality activity and excursion programme for students, which includes inspiring; training and managing Activity Leaders to achieve this goal. In addition, they also are responsible for the safe delivery and coordination of all logistics necessary for both onsite and off-site activities.

Key Responsibilities:

- Promoting and safeguarding the welfare of students for who you are responsible and with whom you come into contact.
- Manage, lead, and inspire the activity team to deliver the activity programme.
- Maximise student and group leader satisfaction by ensuring their excursion and onsite activity experiences meets their expectations.
- To ensure the activities operate to the highest standards of relevant Health & Safety and safeguarding.
- Ensure cost-effective planning of the excursion and activity programme in consultation with Centre Manager and the supporting Programme Manager.
- Responsible for all administration relating to activities.

Specific duties include:

- Training, leading, supporting and inspiring the Activity Team.
- To hold regular meetings with Group leaders and to assist in the Group leader induction process.
- To prepare and update the activity programme in consultation with Centre Manager and the supporting Programme Manager.
- To effectively manage optional trip costing, sales and advertising.
- To ensure any supplementary attractions and coaches are booked within budget.
- Be responsible for keeping records of excursions and any subsequent changes.
- Working in consultation with Centre Manager on a weekly staff rota.
- Responsible for creating daily working rotas for Activity Staff and making any amendments in consultation with Centre Manager.
- Creating a positive working relationship with all stakeholders*.
- To work with the Welfare Officer to ensure Risk Assessments are comprehensive and control measures are being implemented by frontline staff on excursions and activities.
- To assist with student arrivals and departures at centre as needed*.
- To work with Director of Studies and Centre Manager on the centre split to ensure excursion programme requirements are met.
- To carry out operational and residential duties to meet centre needs, as well as emergency phone cover on a rota basis*.
- To create a positive and safe workplace environment*.

The Centre Manager inspires, motivates, and leads an entire school of staff, leaders, and students.

Key Responsibilities:

- Promoting and safeguarding the welfare of students for who you are responsible and with whom you come into contact.
- Manage, lead, and inspire a team of colleagues dedicated to students’ development and welfare.
- Maximise student and group leader satisfaction by ensuring their experience meets or exceeds expectations.
- Ensure the centre operates to the highest standards of relevant Health & Safety, safeguarding.
- Ensure the programme runs within the pre-determined budgets in consultation with the supporting Programme Manager or Head Office teams.
- Overseeing the submission of all centre administration.
- Provide regular centre updates to the supporting Programme Manager.

 Specific duties include:

- Training, and inspiring the centre teams.
- Conducting assemblies and inductions for students and Group leaders.
- Conducting staff and Group leader meetings.
- Overseeing staff performance and behaviour and ensuring that staff demonstrate and adhere to safe and healthy working practices at all times.
- Liaising with the Recruitment Team to ensure staffing is at maximum capacity and staffing issues are addressed in a timely manner.
- Creating staff rotas and ensuring employee contracted hours are adhered to and additional hours recorded weekly.
- Ensuring accuracy of all staff working hours for payroll purposes.
- Reviewing completed Meal provision forms and Occupancy record forms prior to weekly submission to the host centre.
- Supporting the Activity Management team.
- Supporting the Academic Management team.
- Supporting the Welfare and Accommodation team.
- Ensuring all management teams receive completed feedback in a timely manner.
- Overseeing Student arrivals and departures procedures are in place and adhered to.
- Managing a positive working relationship with all stakeholders.

The Director of Studies reports to the Centre Manager. They are responsible for all aspects of the academic department including learner management, teacher support and development and operational processes, to ensure the smooth delivery of the Embassy Summer learning experience.

Key Responsibilities:

- Promoting and safeguarding the welfare of students for whom you are responsible and with whom you come into contact.
- Maximising student and Group leader satisfaction by ensuring their experience meets or exceeds their expectations.
- Supporting, monitoring, and developing teachers to ensure that they deliver the Embassy Summer lesson.
- Ensuring students are inducted, placed, and have a positive learning environment and receive their certificate upon their departure.
- Liaising with other departments to ensure the smooth delivery of the overall Embassy Summer experience.

Specific duties include:

- Working closely with the Centre Manager and reporting any concerns.
- Supervising the academic administrator and allocating tasks.
- Being aware of student numbers and resources and targets - and planning ahead.
- Managing the teaching team; ensuring teachers adhere to the code of conduct and addressing any deviation from the code promptly with the guidance of the CM.
- Conducting student placement testing and placing students in the appropriate level.
- Reviewing the creation of classes by the academic administrator.
- Managing teaching resources and maximising interactive material use.
- Organising regular teacher meetings.
- Supporting teachers with daily lesson preparation support, teaching observations and feedback sessions, weekly CPD sessions based on identified needs, and follow up observations to assess impact of feedback and CPD.
- Providing emergency lesson cover and organising cover for planned absences.
- Promoting team spirit at all levels and ensure full communication with all employees within the Centre.
- In-centre liaison, including with Activity Management, to ensure an integrated Academic & Activity programme.
- Supporting other managers and carry out other duties as assigned.
- Carrying out emergency duty (on a rota basis).

Teachers facilitate the development of the Life Skills and Academic Skills of the students’ by engaging the students in conversation and providing feedback that helps them develop their communicative skills.

Key Responsibilities:

- Promoting and safeguarding the welfare of students for whom you are responsible and with whom you come into contact.
- Teaching the Embassy Summer lesson.
- Delivering engaging lessons that encourage students to actively participate.
- Providing feedback that facilitates the development of communication skills.
- Maximising student satisfaction by ensuring their experience meets or exceeds their expectations.
- Playing an active role in the development of student’s life skills throughout their Embassy Summer experience.

Specific duties include:

- To teach the Embassy Summer lesson.
- To manage the classroom appropriately.
- To monitor student welfare and report any concerns immediately.
- To attend daily lesson preparation sessions.
- To act on feedback from observations.
- To attend at least one weekly workshop.
- To complete academic administration in a timely manner.
- To attend all relevant meetings.
- To lead activities if requested to do so.
- To carry out residential supervision duties, including meal and bedtime supervision (Where applicable).
- To carry out other duties necessary for the smooth running of the centre as required.

The Hall Manager is responsible for the efficient management of all facets of accommodation in Centre; this includes allocation (to regulatory standards of Welfare), damage inspections/reporting and accurate record keeping of occupants.

Key Responsibilities:

- Promoting and safeguarding the welfare of students for who you are responsible and with whom you come into contact

- Maximise student and Group leader satisfaction by ensuring their experience meets or exceeds their expectations

- To ensure the centre operates to the highest standards of relevant Health & Safety, safeguarding, HR practices

Specific duties include:

- To meet and greet students upon arrival and to show them to their accommodation
- To provide site tours and orientation for new staff and students
- To establish a rota to ensure students are in their rooms and lights are out by 23.30 pm
- To have ultimate responsibility for your hall in terms of safety and welfare duties
- To carry out 24-hour duty on a rota basis with other managers
- To deal with any complaints or problems relating to accommodation
- To maintain & submit weekly records of room allocations
- To sell travel cards to clients and keep records of all income from travel cards (UCL Only)
- To update notice boards in the Halls and taking boards down at the end of summer
- To report any maintenance issues to the college staff
- To ensure damages are kept to a minimum and to follow procedures for damage that has occurred
- To ensure that standards of cleanliness are kept up by the college reporting complaints to the Centre Manager
- To ensure that an excellent working relationship is maintained with the university representative
- To collect damage deposits on student arrivals
- To carry out residential supervision duties, including meal and bedtime supervision
- To assist with student lost key and accessing student’s rooms

Please be aware that the role may/will have different specifics suited to the needs of the specific Centre that may extend beyond these duties

Key Responsibilities:

 - Promoting and safeguarding the welfare of students for who you are responsible and with whom you come into contact
- To ensure the excursions operate to the highest standards of relevant Health & Safety, safeguarding and HR practices
- To take part in onsite afternoon and evening activities as required
- To ensure students are at their activity meeting points in a timely manner
- To ensure that student behaviour and discipline is maintained in the boarding house
- Through supervision and observation, the House Parent minimises the occurrence of damage and reports occurrences to the Centre Manager

 Specific duties include:

 - To be responsible for the pastoral care and well-being of all the pupils who are resident in the allocated house
- To liaise with the Group leaders and Centre Manager when issues of welfare arise
- To act as guardian for individual students' resident in the house. This may include supporting with laundry
- To assist in the activity & excursion programme, particularly working with the activity management team to organise and support evening entertainment in the houses and supporting groups on trips
- To be familiar with, and always enforce, the school rules and regulations - particularly the Welfare, Health & Safety and Fire procedures
- To monitor student behaviour and report and any problems to the Group leader and Centre Manager
- To undertake daily inspections of all rooms and to ensure damage is kept to a minimum and reported to the Centre Manager and Group leaders when found
- To ensure students are aware of all housekeeping and laundry facilities
- To assist the Centre Manager in the allocation of students to houses
- To welcome and assist in the rooming of students and Group leaders on arrival and assist with student departure procedures
- To implement a House Points system under the guidance of the Centre Manager & Activity Management team
- Attend regular meetings with the Centre Manager & Welfare Manager
- Promote and safeguard the welfare of students in line with legal, accreditation and company requirements
- Maximise student and group leader satisfaction by ensuring their experience meets or exceeds their expectations
- Play an active role in the development of student’s life skills throughout their Embassy experience

Your working day will typically be broken down into the following shift patterns:

- Morning house supervision - room checks (approx. 30mins)
- Lunchtime house supervision - (approx. 1hr 30mins)
- Evening house supervision - activity leading from the boarding house common room (approx. 5hr 30mins)
- Team meetings, activity planning & support sessions where required

Transfer Representatives are at the forefront of students’ first experience with Embassy Summer, greeting them on arrival and always ensuring their safe transfer when under Embassy Summer care, either on arrival or departure as required.

Key Responsibilities:

- Promoting and safeguarding the welfare of students for whom you are responsible for and with whom you come into contact with
- Maximise student and Group leader satisfaction by ensuring their experience meets or exceeds their expectations
- To maintain levels of student discipline, safety, and welfare
- To assist in day-to-day general duties as instructed by senior management
- To work in a way that promotes the safety and well-being of children and young people
- To be present at ports to assist with student transfers
- Ensuring the safe and efficient check-in of departing students
- Chaperoning unaccompanied minors until airline staff take over responsibility for them
- Ensuring your personal transfer phone is kept on your person and attended during all working hours
- To remain calm, composed, and proactive when dealing with unexpected or difficult situations / people
- To liaise with transport providers and centres to ensure the smooth running of transfers
- To be on hand to assist the Transfers Management team with any issues that may arise

The Welfare Manager leads the Welfare and Safeguarding within centre to create a safe and healthy environment for students, Group leaders and staff and is the main contact for Welfare, Safeguarding, and administration in centre.

In some centres, they oversee the rooming allocation of clients and staff according to regulatory guidelines and best practice, which could include accreditation compliance, damage checks, and relations with all stakeholders.

Key Responsibilities:

- Promoting and safeguarding the welfare of all students, Group leaders and staff in centre
- Responsible for checking original staff documentation and completing of the Single Central Register with support from the Centre Manager.
- Maximise student and Group leader satisfaction by ensuring their experience meets or exceeds their expectations.
- Ensure the correct implementation and subsequent follow ups of the Welfare and Health & Safety systems under guidance from the Centre Manager and Head Office are in place.
- Responsible for ensuring meal provision numbers are accurate and submitted to the host provider in a timely manner.
- To train the centre team in Welfare and Safeguarding procedures.
- Taking appropriate action under guidance from the Centre Manager, Head Office and/or professional bodies where issues of health, safety or welfare arise.
- To assist with any relevant centre administration and cover the Centre Manager in their absence.
- To be approachable and provide an environment where students, Group Leaders and staff can disclose any concerns in confidence throughout their stay.
- Overseeing the care and supervision of individual students.
- Responsible for the team of Guardians and ensuring appropriate induction, training and relevant documentation is recorded and available in a timely manner.
- Ensure all students' dietary, medical, and additional needs are reviewed and relevant stakeholders informed.
- To assist the management team with students arrivals, departures and welcome orientation.
- Responsible for the departure transportation planning and logistics.
- Reviewing accurate rooming allocation.
- To carry out residential supervision duties, including meal and bedtime supervision as required.
- To support the centre teams to meet operational needs.
- Ensuring all relevant documentation is up-to-date, accurate and available to the Head Office team as required.

The Night Supervisor is responsible for the security, supervision, welfare and discipline of students overnight within the residence and is on call in case of any emergency.

Key Responsibilities:
Promoting and safeguarding the welfare of students for who you are responsible and with whom you come into contact 

- Maximise student and Group leader satisfaction by ensuring their experience meets or exceeds their expectations
- To ensure the centre operates to the highest standards of relevant Health & Safety, safeguarding, HR practices

Working week:

38 hours per week:
(inclusive of night supervision, plus duties as required to meet operational needs)

6 nights per week between 23.00 – 04.00 
(Inclusive of Fri, Sat, Sun & Mon nights) 

Specific duties include:

- To ensure student welfare is maintained by carrying out regular inspections of the residential areas during the duty period
- To establish a routine of checks to ensure students are in their rooms and lights are out
- To act as a representative of the management team, calling on the duty manager when appropriate
- To retain responsibility for holding the master keys to residential buildings during duty shifts
- To report any major security issues to the college security staff
- To provide assistance with arrivals and departures when these fall during the duty period
- To complete a duty log detailing times of “rounds” and recording any occurrences that take place during the night
- To ensure communal areas are kept tidy and to report any unnecessary untidiness or damages in these areas
- Promote and safeguard the welfare of students in line with legal, accreditation and company requirements
- To be on the Centre’s emergency phone and to be the call representative in case of emergency
- To help with centre laundry during the night – Activity leader t-Shirts & towels

Student Accommodation:
Students are normally accommodated in either Halls or Houses. Each Hall or House is in an accommodation block and is separated from the main building where lessons and activities take place. Under no circumstances should any member of staff enter a room without another member of staff present.