Co-Curricular Activities & School Trips/Camps Administrator

Responsibilities

Co-Curricular Activities:

• Assist the Principal (Enrichment & Co-Curricular Activities) in planning and executing a dynamic school Co-Curricular Program (CCA), including organizing local school trips related to CCA.
• Communicate effectively with families regarding CCA registrations, fees, and logistical details, and coordinate with relevant parties for transportation and other logistics.
• Collaborate with the Finance, Communications, and ICT Teams to facilitate the registration process for CCA Programs, ensuring financial prudence in their operation.
• Partner with external providers to manage background checks, contracts, staffing, and quality assurance for CCA Programs.
• Conduct end-of-term program reviews with the Principal (Enrichment & Co-Curricular Activities) to drive continuous improvement.
• Assist in the planning and coordination of sub school Club programs.
• Work with the marketing team to maintain an updated CCA website and ensure visually appealing marketing materials on campus.

School Trips and Camps Program:

• Assist the Principal (Enrichment & Co-Curricular Activities) in planning, organizing, and executing all school-related trips and camps.
• Communicate with families regarding trip details, including camp fees, itineraries, travel document collection, and registrations.
• Collaborate with the Finance, Communications, and ICT Teams to facilitate the registration process for school trips and camps.
• Coordinate closely with external trip providers on contracts, site visits, fee collection, and necessary paperwork.
• Liaise with the school travel agent to arrange airfares, train tickets, and accommodations.
• Assist in conducting in-person or online parent webinars related to school trips and camps.
• Work with the marketing team to keep the Outdoor Education and Trips website updated and ensure marketing materials on campus are visually appealing.
• Partner with the Principal and Finance Team to maintain financial prudence in the operation of Trips and Camps Programs.
• Conduct an annual review of the Trips and Camps program to ensure high standards and continuous improvement.

Other Duties:

• Provide secretarial and support services to the Divisional School Principal (when required)
• Assist with transportation duties (when required)
• Attend visitor enquiries and handle receptionist duties including excellent customer service to parents, visitors and others on campus (when required)
• Assist in school events and functions (when required)
• Carry out other duties such as dismissal and other tasks as reasonably directed by the Head of School  (when required)

Position Requirements

• Good interpersonal and collaboration skills
• Able to work independently with little or no supervision
• Well organized, flexible and excellent time management skills and ability to multi-task and prioritize work
• Excellent written and verbal English and Chinese, ability to speak Mandarin is a plus
• Proficiency in computer skills

Qualifications

• Minimum Bachelor’s degree or equivalent is required
• At least 2 years of related working experience

Contacts

• Principal (Enrichment & Co-Curricular Activities)
• Regular interactions with staff, students and parents

Working Conditions

School Environment

Will be required to work independently and as part of a collaborative team effort

Extended working hours to complete some projects may be required

Occasional evening and weekend work

Working hours  7:15 am to 4:30pm Monday to Friday, plus occasional extended working hours to complete some projects and to support school-related events may be required

Terms of Employment

• Referee request: Required
• Background Check: Required

The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Designated Safeguarding Lead or to the Head of School or indeed to the Regional CEO or Safeguarding Manager - Asia so that a referral can be made accordingly to the statutory services.