School Administrator (trips & events, marketing and finance)

Hoe Valley School
Woking, Surrey
Contract Type
Full Time
£25,000 - £28,000 p.a. (actual)
Start Date
2nd January 2024
4th December 2023 11:59 AM
Contract Type
Job ID
Start Date
2nd January 2024
  • Contract Type :Permanent
  • Job ID: 1387472

The Role

Reporting to the Finance Officer, the job holder will provide administrative support within the Admin Team to ensure the smooth running of the School. They will represent the values and ethos of the School at all times and put the safety and wellbeing of our students first.

The School is committed to offering bespoke professional development pathways to all members of staff and would ensure the successful candidate has a development programme in place.

The Details

Salary range:  £25,000 - £28,000 p.a. (actual)

Working hours:  full-time, 40 hours per week and term time plus 2 weeks to be worked during the school holiday period, with desired working hours of 9:00am to 5:30pm (includes a 30-minute unpaid lunch break), although there is some flexibility for the right candidate.

Deadline:  Monday 4th December 2023

Interview date:  Friday 8th December 2023



• Prepare a weekly newsletter chasing for editorial material and taking relevant photography, proof reading and preparing for distribution

• Update across all social media platforms

• Market and promote all aspects of the School and Sixth Form provision

• Update the internal Trilby information screens throughout the school

• Manage School website, updating content to ensure it is relevant and current at all times

• Annually produce Prospectus, Curriculum booklets, Preference booklets, Sixth Form Prospectus, and Show programmes, including displays to promote show photos.

Trips & Events

• Administration of all School trips and events

• Receive and check all trip/event request forms and raise relevant queries

• Submit forms to finance for checking

• Submit trip/event forms to Senior Management for approval

• Notify staff of the outcomes of their requests

• Request coach quotes and book coaches

• Request and book School minibus

• Ensure risk assessments are completed on time in EVOLVE

• Submit letters for approval

• Send out letters to parents/carers

• Monitor consent and liaise with finance regarding payments

• Produce Trip Information Pack ahead of a visit

• Book School lunches with kitchen as and when needed

• Ensure trip leaders leave school with first aid kits and school mobile and are aware of students with specific needs, medication and media consent

• Manage the Duke Of Edinburgh administration, liaising with the external provider and lead teacher for all expeditions


• Prepare and reconcile float for events in school

• Work with the trip leader to obtain quotes to calculate the cost of the trip and agree what parents should be charged following the School finance policy

• Manage the financial aspect of the Duke of Edinburgh expeditions, setting up payment plans with external providers and scheduling for parent payment plans

• Assess the financial risk and approve the trip before being submitted to Senior Management for final authorisation.

• Devise a fair payment plan for parents that ties in with the supplier payment schedule

• Raise purchase orders and arrange the payment of invoices within deadlines

• Work with the trip leader and Pupil Premium/Hardship budget holders to offer financial support and bespoke payment plans where needed

• Set up payment plans on ParentPay

• Monitor payments and update shared Google payment sheet with trip leader

• Chasing overdue payments

• Order any foreign currency needed as spending money

• After the trip, reconcile the income and expenditure

• Count and prepare charity collections for banking

• Supporting the Finance Assistant with any orders, invoicing, banking and generic filing and financial administrative work as directed

Key Responsibilities

• Support School events as required

• Observe and implement current School policies and good practice

• Participate in and attend meetings and training as appropriate, including CPD days

• Embody the School’s values and represent the School in a positive manner at all times

• Take an active role in your own professional development in line with performance management objectives

• Undertake such other duties as requested by the Finance & Operations Manager, Head Teacher and Senior Leadership Team, as are reasonably required as part of the role

• Support the Finance & Operation Manager’s management of administrative duties, including the preparation of necessary documents and reports that will include dealing with highly confidential and sensitive issues

• Write letters and emails to individuals or groups of stakeholders as required

• Handle relevant incoming calls, emails and correspondence and referring on as appropriate

• Contribute to the assurance of absolute safety of all students on and off site

• Work as part of the overall administrative team of the School to ensure the School runs smoothly and effectively at all times


Safeguarding Statement:

The school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All successful appointments are subject to a satisfactory Disclosure and Barring Service (DBS) Enhanced check. Applicants must have the right to work in the UK.