Residential Summer Schools Coordinator

 Job Description

Job Title: Residential Summer Schools Coordinator
Department: Innovation (Open Programmes)
Grade: C
Location:  Freemen’s  School  (residential  during  programme  delivery)  with
preparatory work onsite or at Guildhall School as required)
Responsible  to:  Senior  Production  Manager  (Open  Programmes)  and  the
Residential Summer Schools Manager
Responsible for: N/a

Appointed Candidates Signature:
Please sign and date here upon receiving your offer of employment
I confirm I have read the Job Description below:

Full Name: ………………………………………………………….

Signature ………………………..………. Date: …………………

Purpose of Post

The post-holder will coordinate the residential summer schools delivered at Freemen’s School,
living  onsite  during  delivery  and  supporting  the  Residential  Summer  Schools  Manager  to
ensure  a  safe,  well-organised  and  high-quality  residential  experience.  They  will  handle
residential logistics (accommodation, catering, rooming, curfews and routines), participant and
parent communications, welfare and safeguarding processes (including DBS administration),
and  day-to-day  onsite  coordination.  They  will  coordinate  all  project-related  administration,
production and logistics to ensure the successful delivery of the programme. This will include
supporting the planning and preparation for the programme, providing administrative support,
organising  and  coordinating  the  logistics  and  event  production  as  requested  by  the  Open
Programmes  Team.  The  role  requires  excellent  customer  service  skills,  and  the  ability  to
operate confidently in a pastoral, residential setting with under-18s. Preparatory and debrief
work will be undertaken in collaboration with the Open Programmes team.

Main Duties & Responsibilities

1.  To support the Residential Summer Schools Manager in preparing residential plans,
schedules and documentation; progress assigned tasks independently and provide
timely status updates.

2.  To coordinate setup requirements and similar requests from stakeholders i.e. course

tutors and implement the requests

Page 1 of 8

3.  To  coordinate  rooming  lists,  accommodation  allocations,  dietary  requirements,

accessibility needs and site inductions.

4.  To prepare and issue residential handbooks, codes of conduct, pre-arrival

information, packing lists, and parent communications; ensure clarity and consistency
across channels.

5.  To book and confirm teaching/performance spaces and residential facilities as

requested by the Residential Summer Schools Manager liaising with the Freemen’s
School team.

6.  To liaise with security and estates regarding fire safety, muster points, overnight

procedures and access control.

7.  To coordinate medical, accessibility and welfare information collection and

distribution in line with GDPR.

8.  To prepare checklists for arrivals/departures, registration, wristbands/lanyards, sign

in/out and curfew procedures.

9.  To live onsite during the residential programme; act as a visible, approachable

presence for participants and staff.

10. To operate within the duty rota to cover evening activities, curfews, overnight checks

and morning routines.

11. To support the management and briefing of Residential Assistants; act as on shift

lead when delegated by the Manager.

12. To maintain accurate registers, incident logs and welfare notes; escalate promptly as
required. Maintain accurate records and internal trackers relevant to the residential
programme.

13. To uphold safeguarding procedures at all times; act as first point of contact for low

level concerns and escalate to the Residential Manager/Deputy Safeguarding Lead
as appropriate.

14. To coordinate DBS administration for residential staff (as directed) and maintain

secure records.

15. To support risk assessment implementation for residential settings (accommodation,

overnight supervision, off site activities).

16. To assist with incident response including illness/injury, missing student protocol, and

behavioural concerns.

17. To provide timely, accurate information to parents/guardians and participants before

and during the programme; triage queries sensitively and efficiently.

Page 2 of 8

18. To coordinate tutor/assistant briefings and daily notices; ensure clear handovers

between shifts.

19. To support marketing and communications activity led by the Marketing Team;
supply residential‑specific content (photos/quotes) in line with permissions.

20. To build and maintain productive and positive working relationships with multiple

internal and external stakeholders.

21. To attend residential planning meetings with Freemen’s School teams and internal

stakeholders; take minutes and follow up actions.

22. To coordinate the residential summer schools evaluation liaising with the Open

Programmes Team

23. To have regular meetings with the Open Programmes Team and the Residential

Team to ensure that all project work is covered.

24. To provide excellent customer service to all participants and prospects from the point

of enquiry to their attendance on the course via the different channels used to
engage with prospects and participants in person and online (emails, telephone,
online platforms, social media etc.). To respond to queries related to the residential
summer schools.

25. To keep budget trackers up to date with agreed costs (accommodation, catering,

transport, staffing) and flag variances promptly.

26. To undertake any other duties that may reasonably be requested by the Head of

Open Programmes and Senior Production Manager (Open Programmes) or other
senior colleague from the team, appropriate to the grade.

27. Actively seek to implement the City of London’s Occupational Health and Safety
Policy in relation to the duties of the post, and at all times give due regard to the
health and safety of both themselves and others when carrying out their duties.

28. Actively seek to implement the City of London’s Equal Opportunity Policy and the
objective to promote equality of opportunity in relation to the duties of the post.

Page 3 of 8

Person Specification

Job Title: Residential Summer Schools Coordinator
Department: Innovation (Open Programmes)
Grade: C
Trent Position number:
DBS Criterion:
Enhanced DBS with children’s and adult’s barred list
Security Vetting Criterion:
No security vetting is required
Politically Restricted Post Criterion:
This post is not politically restricted

Please find below the qualifications, experience and technical skills required to undertake this
post. Each criterion will be assessed at application (A), interview (I) or test (T) as indicated
below.

Professional Qualifications / Relevant Education & Training
Educated to A-level standard or equivalent (A)

Experience Required

1.  Proven experience of working in event support or other coordination role in a busy
environment in events, projects or other areas that involved event planning and
coordination, preferably gained from Arts or Higher Education organisation (A, I)
2.  Experience coordinating residential or pastoral programmes (e.g. summer schools,

boarding, youth residentials) or comparable supervisory settings (A,I)
3.  Experience working with under 18s and supporting welfare, behaviour and

safeguarding processes (A, I).

4.  Experience coordinating logistics (accommodation, catering, transport, schedules) in

fast paced delivery environments (A, I, T).

5.  Proven experience of being involved in planning, coordinating, delivering, and

evaluating small to mid-size projects (A, I)

6.  Proven ability to build strong and positive working relationships and communicate

effectively with a diverse group of stakeholders (A, I)
7.  Excellent verbal and written communication skills (A, I)
8.  Excellent customer service skills. (A, I)
9.  Experience of creating marketing materials such as newsletters, pamphlets,

websites, social media content and online and print advertising, and supporting
project-related marketing and promotional activities (A, I)

10. Good numerical and financial skills with experience of financial administration

(timesheets, purchase orders, invoices, budget tracking) (A, T).

11. Experience working independently, prioritising tasks and problem‑solving under

pressure (A, I, T)

12. Proven ability to work in a team setting, with the ability to communicate, share work

and support colleagues during busy periods (A,I)

Page 4 of 8

13. An ability to problem-solve and remain solution-focused, think independently and
identify practical solutions when under pressure e.g. in event setting, when issues
may arise at the last minute (A, I)

14. Experience of providing general team administration support e.g. maintaining data

and office systems, booking meeting rooms, booking travel, scheduling appointments
and managing diaries, managing stationery supply and equipment orders etc. (A, I)

15. Attention to detail and a high degree of accuracy (A, T)

Technical Skills & Knowledge

1.  Extensive knowledge and ability to use Microsoft Office Packages including Microsoft

Word, Excel and Outlook (A, I, T)

2.  Knowledge and ability to use online platforms such as MS Teams, Zoom and VLE

platforms (A, I)

3.  Experience of working with databases and ability to extract data (A, I)
4.  Clear written and verbal communication; able to draft participant/parent

communications and daily operational notes (A, I, T).

5.  Understanding of safeguarding, data protection and confidentiality in residential

contexts (A)

6.  Experience of using social media platforms for event promotion (A, I)

Other Relevant Information

1.  The post-holder must live onsite at Freemen’s School for the full duration of the
residential programme (accommodation provided during delivery). The role is
primarily onsite during delivery with preparatory work at Guildhall/Freemen’s as
required

2.  The role involves evenings, overnights and weekend work.
3.  Enhanced DBS with Children’s and Adults’ Barred List is required
4.  First Aid and awareness of fire safety procedures in residential settings

Recruitment – Note to Applicants

The qualifications, experience and technical skills will be used in the decision-making
process for recruitment. Please give examples of how you have exhibited these
behaviours in your previous role(s) and experience.  It is essential you address the
criterion marked as (A) on your application form in the section for supporting
information, this will be the minimum criteria for shortlisting.

Be as specific as possible, we cannot guess or make assumptions, but will assess your
application solely on the information provided.   Try to provide evidence, by examples,
where  possible,  of  skills,  knowledge  and  experience  contained  in  this  person
specification.

Page 5 of 8

Summary of Terms and Conditions of
Employment

This summary is given as a guide and is not intended to form part of an individual’s
contract of employment.

Contract

The position is offered on a fixed term basis.

Salary

The  salary  range  for  this  job  is  £38,080  –  £42,150  per  annum  inclusive  of  all
allowances.  This figure will be reviewed annually from 1 July in line with the pay award
for other salaried staff within the City of London Corporation.

Pension

The pension scheme provided by the City of London is the Local Government Pension
Scheme  (LGPS).    The  LGPS  is  a  public  sector,  statutory,  funded,  defined  benefit
pension scheme.  Benefits are accrued based upon scheme member’s salary and the
length of time for which they are a member of the scheme.

You  will  automatically  be  admitted  to  the  City  of  London  Corporation’s  Pension
Scheme.  Member contributions are based upon the rate of pensionable pay received
by  the  scheme  member.  Members  contribute  between  5.5%  and  12.5%  of  their
pensionable  pay  to  the  scheme,  depending  on  salary.  Please  see  here  for  the
contribution bands. There  is also an option  to  join  the 50/50  section  of the  scheme
where members pay half the contribution rate and accrue benefits at half the accrual
rate.

The current employer contribution rate for the City of London is 21%.

Further details can be found on the national LGPS website and/or the City’s pension
website.

If you do not wish to join the Scheme you must make a formal declaration stating you
wish to opt out.  You may contact the Pensions Office directly should you have any
queries  relating  to  the  Local  Government  Pension  scheme  and  your  entitlements
under this scheme.

Hours of Work

Page 6 of 8

Normal  hours  of  work  are  35  hours  per  week  excluding  lunch  breaks,  Monday  to
Friday, inclusive but the post holder shall be expected to work the hours necessary to
carry out the duties of the position.

Frequency and Method of Payment

This is a  monthly paid  appointment  and  salaries  are  credited to  a Bank  or Building
Society Account on the 11th of each month.

Annual Leave

There  is  an  entitlement  of  24  days  annual  holiday  plus  Bank  Holiday.    There  are
subsequent increases to entitlement to annual holiday according to length of service.

Continuous Service

If you join the City of London Corporation without a break in service (subject to certain
exceptions)  from  another  body  covered  by  the  Redundancy  Payments  (Local
Government) (Modification) Order 1999, your service with that institution will count for
the purpose of continuous service. The amount of continuous service which you have
will affect your entitlement to certain contractual benefits; for example, annual leave,
sick leave and maternity leave. A full explanation of Continuous Service is contained
within the Employee Handbook.

Probationary Period

You will be employed initially on a six month probationary period.  Should either party
wish to terminate the employment during this period, then one week’s notice will be
required on either side, except for summary termination for gross misconduct.

Notice Period

One month by either party after satisfactory completion of probationary period.

Learning and Employee Development

The  City  of  London  provides  for  financial  support  and  time  off  for  staff  to  study  for
appropriate qualifications which relate to their duties or undertaking professional skills
update training. There is also an in house programme covering more general training
needs.

City Benefits

As an employee of the City Corporation, you have access to exclusive discounts and
privileges  through  a  combination  of  internal  offers  from  our  departments  and  an
external service we have subscribed to from Reward Gateway.

Page 7 of 8

Employee Volunteering Programme

The City Corporation, in line with its aims to contribute to a flourishing society, shape
outstanding  environments  and  support  a  thriving  economy,  offers  employees  paid
special leave time during normal hours to encourage employees to volunteer their time
and  skills  to  Volunteer  Involving  Organisations  (VIOs)  operating  within  the  Square
Mile, London and beyond.

Full-time employees may take up to 2 days or 14 hours per year in which to volunteer,
between 1 January and 31 December. For temporary and part time employees these
hours are adjusted pro rata. Volunteering time can be taken in smaller bite size e.g. 2
hours a week over 7 weeks, where this can be accommodated by the City Corporation
and meets the requirements of the volunteer organisation

Sickness Absence and Pay

The City of London Corporation has a comprehensive Occupational Sick Pay scheme,
details of which can be found in the Employee Handbook which will be made available
to you upon commencement.

Page 8 of 8