Educational Visit Coordinator

The key purpose of the Educational Visits Coordinator is responsible for ensuring that all planned off-site educational visits conform to the school policies, procedures, and requirements, including safeguarding and health and safety policies and procedures. This includes approval, monitoring, and evaluation of off-site educational visits. In addition, EVC is responsible for coordinating all parental consent forms, behaviour agreements, medical information and any additional code of conduct in place for a single trip.

With the Assistant Principals, the post-holder will (i) assist with policy and make a significant contribution to the overall planning and development for maximum student success; (ii) realise the ethos of an IB learning organisation with high expectations of students and staff, and a positive approach to internationalism, entrepreneurialism and innovation.

Core Responsibilities:

• To lead on schedules of all educational visits.
• Plan and coordinate educational visits, including field trips, cultural excursions, and overnight stays, both local and international.
• Liaise with teachers to integrate visits with the school curriculum and educational objectives.
• Ensure all trips comply with health, safety, and safeguarding policies of the GEMS educational visits policy.
• Manage budgets and secure funding or sponsorship for trips.
• Liaise with the accounts department to ensure visits are paid on time.
• Communicate with parents, students, and external organizations to provide detailed trip information.
• Handle logistics, including transportation, accommodation, and itinerary planning.
• Create risk assessments for each trip and liaise with the MSO to obtain risk assessments from venues.
• Maintain accurate records of all visits, including risk assessments and permission forms.
• Evaluate the educational impact of visits and gather feedback for continuous improvement. 
• Liaise with GEMS approved external providers.
• Plan events ahead of time and ensure the academic calendar is accurately populated.
• Ensure that visits have educational value.
• Promote the SA and CAS program ensuring there are opportunities throughout the year to complement the program.
• Track student participation.
• Tailor visits to the needs of our students.
• Ensure trips are inclusive.
• Liaise with the academy clinic to support the collection of required documents.
• Liaise with the sports department to ensure away fixtures are organised.
• Liaise with the sports department to ensure bus bookings are completed, risk assessments are completed and first aid kits are organised.
• Support the Duke of Edinburgh coordinator to ensure the Adventurous Journeys are organised.
• Support the JMUN and MUN or other such internal events.
• Ensure medical first aiders are in attendance of each trip.
• Ensure timely and precise communication is given to parents
• Ensure support is given to parents where needed
• To complete GEMS risk assessment training
• Undertake personal development through training and other learning activities including performance management as required in line with Academy priorities and targets
• To organise, lead, monitor and take part in whole academy duties and any others delegated by the CEO/Principal 
• Attendance at Senior Leadership Team and other meetings relevant to the role and follow the line management procedures of the Academy

• Organizational Skills

  • Planning and Coordination: Ability to plan and coordinate trips, including logistics, scheduling, and managing resources.
  • Attention to Detail: Ensuring all aspects of the trip, such as transportation, accommodation, and activities, are meticulously arranged.
  • Time Management: Effectively managing time to ensure all tasks are completed on schedule.
  • Relationship Building: Building positive relationships with students, parents, staff, and external providers.
  • Empathy and Patience: Understanding and addressing the concerns of students and parents with empathy and patience.

  Qualifications:

  - Minimum Bachelor's degree holder is mandatory

  GEMS Education is committed to safeguarding and promoting the welfare of all of its students and staff. A UK-enhanced DBS or equivalent police check is a pre-requisite for all appointments.