Residential Summer Schools Manager

Job Description

Job Title:  Residential Summer Schools Manager
Department: Innovation
Grade: D
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)
Responsible  for:  Supervision  of  Residential  Summer  Schools  Coordinator,
Residential  Welfare  Officer,  Residential  Summer  Schools  Assistants  (casual
staff)

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  Residential  Summer  Schools  Manager  is  responsible  for  the  smooth,  safe  and  fully
coordinated delivery of Guildhall’s residential summer schools, hosted at Freemen’s School.
This  hands-on  role  oversees  all  residential  logistics  including  accommodation,  welfare,
evening supervision, safeguarding procedures, onsite staffing, facilities liaison, and participant
experience.

The postholder will lead day-to-day operational delivery on site and ensures that all aspects
of  residential  programming  —  from  accommodation  and  catering  to  welfare  support,
scheduling, communications and emergency procedures — are organised to a high standard
and delivered in line with safeguarding and the School’s requirements.

This role requires significant independence, confident decision-making, and the ability to take
initiative in a dynamic residential setting. The postholder will live onsite during the residential
programme, act as the primary point of contact for participants and staff, and supervise the
residential assistant team to ensure a safe, engaging and well-run residential experience.

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Main Duties & Responsibilities

1.  To lead the operational planning for residential summer schools, ensuring all

accommodation, catering, setups, staffing, equipment, welfare, supervision, and safety
elements are thoroughly prepared.

a.  To take forward existing production plans and schedules for the residential
drama summer schools ensuring all operational tasks, documentation,
logistics and timelines are up to date and fully prepared for delivery.
Implement effective planning procedures, ensuring deadlines are met, risks
are identified early and issues are escalated appropriately.

b.  To share plans with all relevant stakeholders, and ensure all information
related to production is disseminated with clarity and all operational
responsibilities held by other departments are agreed.

c.  Working with the Senior Production Manager (Open Programmes) to ensure

that the programme is appropriately staffed (courses and related activities).
Supervise, schedule and support Residential Summer Schools Assistants,
ensuring appropriate training, briefing and rota planning,

d.  To work with Freemen’s School staff to confirm accommodation allocations,
rooming lists, meal plans, access arrangements, fire safety procedures and
site logistics.

e.  To support the creation and distribution of residential handbooks, codes of

conduct, pre‑arrival instructions and welfare information.

f.  With the Senior Production Manager (Open Programmes), to ensure all
documentation, risk assessments and safeguarding requirements for
residential delivery are completed ahead of time

g.  To serve as a key on‑the‑ground operational lead during live delivery,

resolving issues promptly and ensuring smooth coordination of logistics,
facilities, registration and customer care. Escalate to the Senior Production
Manager (Open Programmes) when needed.

h.  To oversee daily routines including wake‑up, curfews, sign‑in/out procedures,

meal times, evening activities, and pastoral support.

2.  To serve as the primary on‑site operational lead throughout the residential period, living
in the accommodation and acting as the central point of contact for students, staff and
partner teams.

3.  To manage and supervise Residential Assistants, ensuring clear briefings, rota

coverage, and adherence to safeguarding and welfare protocols.

4.  To supervise the residential team including the Coordinator and the Welfare Officer,
ensuring clear briefings, rota coverage, and adherence to safeguarding and welfare
protocols

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5.  To build strong working relationships with Freemen’s School staff, including facilities,

catering, estates, and pastoral teams, ensuring smooth joint delivery.

6.  To work closely with tutors, visiting artists, and the onsite Guildhall team to ensure

residential schedules match academic delivery plans.

7.  To oversee the customer experience for the residential Summer Schools ensuring

excellent customer service from enquiry through to attendance. Ensure that
communication to participants and tutors is timely, accurate and supportive. Maintain a
visible presence across residential spaces, ensuring participant safety, wellbeing, and
positive community standards are upheld.

8.  To manage onsite enquiries, pastoral concerns, and day‑to‑day questions from students

and residential staff.

9.  To oversee the booking of teaching and performance spaces required for the Summer

Schools ensuring correct use of ASIMUT and adherence to internal procedures. To liaise
with Freemen’s School regarding the use of teaching rooms and performance spaces to
ensure that all spaces needed are booked.

a.  To support team members in maintaining accurate system records and

checking that set-ups are correctly added.

b.  To confirm schedules, course information, teaching rooms with the course

tutors and participants.

c.  To organise signage and wayfinding with the Coordinator.

10. To organise materials and equipment required for the delivery of the programme to be

delivered ahead of time at Freemen’s.

11. To represent Open Programmes at relevant meetings and planning sessions when

required

12. To support the Senior Production Manager (Open Programmes) in ensuring Summer

Schools policies and procedures are compliant and reflect School standards.
To coordinate risk assessment processes for the residential summer schools, ensuring
they are up to date and followed during delivery. Ensure all incident logs, records,
registers and compliance documentation are maintained accurately

13. As requested by the Senior Production Manager (Open Programmes) to organise and
lead operational summer schools planning meetings, including cross departmental
production planning meetings, and regular status meetings with key internal
stakeholders.

14. To support the Open Programmes Team with implementing the photography schedule at

Freemen’s during the residential summer schools.

15.  To uphold safeguarding policies and act as the first point of contact for welfare concerns
during  residential  delivery.  Working  with  the  Senior  Production  Manager  (Open
Programmes),  who  is  the  Designated  Safeguarding  Lead,  to  support  safeguarding
processes. This includes overseeing the DBS process for tutors, residential assistants and
any staff working on the residential summer schools, ensuring that all individuals involved

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in programmes with participants under the age of 18 have the appropriate and up‑to‑date
DBS certification. The postholder will organise and monitor this process in a timely manner
and  act  as  Deputy  Safeguarding  Lead,  deputising  for  the  Senior  Production  Manager
(Open Programmes) as required.

16. To respond to incidents, issues and emergencies in real time, escalating appropriately to
the Senior Production Manager (Open Programmes) and Designated Safeguarding Lead.

17. To implement fire safety and overnight procedures in collaboration with Freemen’s School

staff.

18. To oversee residential financial administration including timesheets, petty cash (if

applicable), and invoice processing.

19.  To support the contracting process for external tutors and internal contributors by

ensuring documentation and systems are complete and accurate.

20. To  support  the  Senior  Production  Manager  (Open  Programmes)  in  the  recruitment,
engagement and supervision of  residential assistants. To assist with training delivery and
contribute  to  preparing  accurate  timetables  to  ensure  under‑18  participants  receive
appropriate supervision and the delivery of the residential summer schools programme is
adequately resourced.

21. To coordinate evaluation activities and ensure feedback and KPIs are collected and

reported. Participate in post‑programme debriefs and support continuous improvement
for future residential delivery.

22. 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.

23. 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.

24. To undertake any other duties that may reasonably be requested appropriate to the

grade

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Person Specification

Job Title: Residential Summer Schools Manager
Department: Innovation
Grade: D
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
1. Educated to A-level standard or equivalent (A)

Experience Required
1.  Significant experience managing and delivering residential or pastoral programmes such
as summer schools in boarding environments, youth programmes or residential arts
activities. (A, I)

2.  Significant experience managing operational logistics, schedules, staffing and multiple

stakeholder communication and coordination (A, I)

3.  Experience using booking systems, student records systems or CRM tools) (A)
4.  Proven ability to build strong and positive working relationships and communicate

effectively with a diverse group of stakeholders (A, I)

5.  Experience providing high‑quality customer service across multiple channels (A, I)
6.  Experience supporting process or systems improvements (A, I)
7.  Excellent communication skills, both verbal and written (A,I)
8.  Excellent numerical and financial skills with experience handling financial administration

such as invoices, timesheets or budgets (A, I)

9.  Excellent planning and organisational skills: being able to stay on top of work related to
managing one or more projects with proven ability to manage multiple deadlines and
remaining calm when working under pressure (A, I, T)

10. Proactive and can-do attitude, with the ability to problem solve, think independently and
identify practical solutions when under pressure e.g. in event setting, when issues may
arise last minute (A, I)

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11. Proven ability to work in a team setting, with the ability to share work and support

colleagues during busy periods (A, I)

12. Experience of DBS and safeguarding processes requirements (A)
13. Experience supervising staff or volunteers in a residential, pastoral or event setting (A, I)
14. Experience working with young people, including under‑18s, in an educational or

extracurricular environment (A, I)

15. Experience responding to welfare concerns, incidents or emergencies (A, I)

Technical Skills & Knowledge

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

Word, Excel and Outlook (A)

2.  Strong organisational and planning skills, with the ability to manage multiple deadlines

(A, I, T)

3.  Experience of working with databases and ability to extract data (A, I)
4.  Knowledge and ability to use online platforms such as MS Teams, Zoom or VLE

platforms. (A)

5.  Experience of using social media platforms for event promotion (A, I)
6.  Experience of creating production schedules (A, I, T)
7.  Experience of writing risk assessments (A, I)
8.  Strong attention to detail and a high degree of accuracy (A, I, T)
9.  Strong interpersonal skills and ability to build rapport with young people and colleagues

(A, I)

10. Able to act with discretion, confidentiality and sound judgement (A, I)
11. Good numerical and financial skills. (A, I)
12. Ability to build positive relationships with a wide range of stakeholders. (A, I)
13. Excellent problem‑solving skills and ability to remain calm under pressure (A, I)

Other Relevant Information

1.  Must live onsite at Freemen’s School for the full duration of the residential programme.
2.  Willingness to work evenings, overnights and weekends during delivery.
3.  Enhanced DBS with barred lists required.

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.

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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  £44,110  –  £49,140  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

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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  28  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.

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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.

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