Role Summary

A highly organised and customer-focused Commercial Operations Coordinator required to support this key department within the College. The Commercial and Events Department provides both operational and administrative support to deliver a busy and varied programme of events. The position will work alongside the existing Senior Commercial Operations Coordinator ensuring, during term time, these are primarily internal and school-led, while holiday periods see the College host a wide range of external hires including residential lettings, sports programmes, weddings, and celebratory occasions.

This is a varied and rewarding role for a candidate seeking to contribute to event management within a dynamic and professional school environment. The postholder plays a key role in supporting the Director of Campus Operations in the planning and delivery of this complex schedule. They will be responsible for both the operational and administrative aspects of event delivery, ensuring that all events run smoothly and meet the high standards expected by the College and its clients.

Key responsibilities include liaising with prospective clients, coordinating logistics, managing bookings, and ensuring compliance with safeguarding and health and safety policies. The successful candidate will be comfortable working across departments, engaging with clients and stakeholders, and contributing to the commercial development of the College.

A proactive, positive, and flexible approach is essential, along with strong administrative and communication skills. The role requires a high level of attention to detail and a customer-focused mindset. Previous experience in event delivery would be highly beneficial.

The school holiday periods are particularly busy, and the postholder will need to be flexible with their working hours during these times to meet the demands of the role. Occasional evening and weekend work is required to support key events and ensure continuity of service.

This is more than a job, it is an opportunity to help shape the experience of visitors and students, and to play a central role in the College’s commitment to excellence and hospitality.

Key Responsibilities

Client Liaison and Coordination

• Act as a primary point of contact for prospective clients.
• Arrange and conduct site tours, providing detailed background information about College facilities and services.
• Discuss costs and terms with the Director of Campus Operations and clients, ensuring clarity and professionalism.
• Issue “Agreement of Hire” documentation and collate all required paperwork (e.g., KCSIE policies, public liability insurance, risk assessments).

Event and Booking Management

• Manage bookings and any amendments using the College’s online booking systems for rooms, services, subcontractors, transport, and facilities.
• Issue regular lettings schedules to relevant departments and Heads of School.
• Hold pre-arrival meetings with clients and coordinate with Heads of Department (e.g., Facilities, IT, Catering, Grounds, Estates) to ensure all operational needs are met.
• Communicate effectively with House Mistresses/Masters and Matrons regarding boarding house requirements during lettings.
• Provide clients with detailed itineraries, including room and bed lists prior to arrival.

Operational Leadership and Compliance

• Deliver an end-to-end process and on-the-ground operational management for internal and external events, ensuring smooth execution and exceptional service.
• Ensure full compliance with College policies by:
  • Managing and tracking documentation.
  • Providing status report updates to relevant Heads of Department.
  • Reporting and following up on faults or damages via the EVERY Reporting System.

Programme and Course Management

• Assist with the administration and delivery of Epsom College’s short holiday courses (e.g., multi-sports), managing bookings, liaising with parents, handling financial and data reporting, and providing pre- and post-course customer care.
• Support the operational and administrative delivery of the Residential Lettings Programme, including pre- and post-event planning and day-to-day management.

 

Commercial Development and Administration

• Monitor income and track progress against commercial targets, reporting regularly to the Director of Campus Operations.
• Collate weekly timesheets and submit payment details to the Payroll Manager (where applicable).
• Assist the Director of Campus Operations and Human Resources department with the recruitment and selection of staff for commercial activities, including temporary roles.
• Identify and develop new commercial opportunities in collaboration with the Director of Campus Operations.
• Work with the Marketing department to promote and enhance commercial services, activities and visibility.
• Work alongside the Director of Campus Operations to monitor event costs, maximise profitability, and provide clear, data-driven reporting.

General Duties

• Support the Director of Campus Operations with new initiatives, lettings, camps, and other commercial activities as required.
• Undertake any other reasonable tasks required by the Headmaster or Chief Operating Officer in relation to the role.
• Carry out all responsibilities in line with safeguarding protocols and procedures.

 

Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.

Skills, Experience and Qualifications

Essential

• Proven experience of working in events/hospitality as an organiser/planner in a customer focused role;
• Demonstrate outstanding administrative and organisational skills with a high degree of attention to detail;
• Evidence of operational event delivery and the ability to work under pressure;
• Demonstrate a good standard of numeracy, and excellent literacy skills at least to GCSE standard are required;
• Display excellent written and spoken communication skills, including an excellent telephone manner;
• Show excellent ICT skills (including the ability to use a range of relevant software packages such as Word, Excel and Outlook, and databases);
• Empathy with the values, customs and aspirations of Epsom College, and a ‘can-do’ attitude;
• A flexible approach to work, in terms both of responding to changing or unforeseen circumstances and being willing to work outside regular hours as the need arises;
• Present a professional appearance and a friendly approach and a recognition of the need to be an ambassador for the College;
• A proven ability to identify and complete work independently, demonstrating flexibility and adaptability in meeting changing needs and priorities;
• Demonstrate evidence of diplomacy, discretion and professionalism;
• A higher education relevant qualification;
• Experience of working within the Independent Education sector.
• Understanding and commitment to College’s safeguarding procedures.

The selection panel reserves the right to enhance any or all of the desirable criteria to attain a manageable field.

Terms and Conditions

Hours: Monday – Friday from 08.30 – 16.30 noting that the role requires a flexible approach to times of working including some evening and weekend working and therefore a change to the core times of working.  Evening and weekend working would be discussed and agreed with your Manager in advance as well as a plan of when you would “recover” the time the following week where possible.

Salary: £32,364 per annum depending on experience, reviewed annually, and paid monthly in arrears on 25th of the month. 

Holidays: The holiday entitlement is 20 days paid holiday per annum increasing by 1 day per annum to a maximum of 25 days per annum following 5 years continuous service plus bank holidays. Half of the holidays are to be taken during Epsom College school holidays whilst the remaining half should be taken during term time in agreement with the Director of Campus Operations.  It would not be possible to take holiday during mid-June – End August. 

Pension: The College operates the Epsom College Automatic Enrolment Scheme.  The Scheme is administered by the Pensions Trust.  Eligibility is based on statutory criteria.  If eligible, the Employee will be required to contribute a minimum of 5% of Basic Salary and the College will contribute 4% in compliance with pension regulations. 

Employee Benefits

Life Assurance: Members who are automatically enrolled or who choose to opt into the College Pension Scheme will be provided with life assurance cover at two x contractual annual basic salary at no cost to them.

Health Care Plan: Private Health Care is offered subject to qualifying conditions.

Employee assistance programme: this including free counselling service to employees and close family.

School Fee Discount: Subject to qualifying conditions generous school fee discount offered.

Dining Facilities and Refreshments : Whilst at work a free meal and refreshments are available when the dining room is open.

Health Fitness and Wellbeing: Free use of Fitness suite and swimming pool are available to staff at certain times.

Cycle to Work: Subject to qualifying conditions, the College offers a cycle to work loan.

Computer Loan: Subject to qualifying conditions, the College offers a computer loan scheme.

Free parking on site.

Offer of Post

In compliance with statutory safer recruitment regulations, the post will be offered subject to receipt of satisfactory written references, pre-placement medical assessment, proof of appropriate qualifications, a check of online search engines and websites of publicly available information that does not identify the candidate as potentially unsuitable to work within a school setting, a satisfactory Enhanced Disclosure from the Disclosure and Barring Service and overseas police check if appropriate, as well as confirmation that the successful candidate is able to work in the UK. Prior to interview, an online search of internet search engines, websites and other publicly available and publicly accessible platforms to ascertain applicant’s suitability to work within a school environment will be undertaken on applicants that have been shortlisted. Please note whilst the Enhanced DBS check will be paid by the College if an overseas police check is required it will be at the cost of the successful applicant.

Application

Applicants are required to complete the Application for Employment Form available from our website www.epsomcollege.org.uk. To comply with safeguarding procedures when working in a school, CVs will not be accepted. Applicants should refer to the Recruitment, Selection and Disclosure and the safeguarding policies on the College website.  Please apply as soon as possible.

This post is exempt from the Rehabilitation of Offenders Act and as part of the selection process an enhanced check by the Disclosure and Barring Service will be required. Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.